Parkinson Information Day planning checklist

Use this checklist to organise a Parkinson Information Day in a clear order, from confirming the venue and speakers to preparing registration and refreshments. Build the programme before designing invitations, then open registration early enough to collect dietary and accessibility requirements. Allow time to arrange accessible seating, transport information and presentation equipment. In the final week, print the programme and participant list, prepare name badges and check every item at the venue.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Compile program
2 people
Approach speakers
2 people
Confirm speakers
2 people
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check accessibility
Inventory transport needs
Send parking information
Make reservations
Order catering
2 people
Test the equipment
2 people
Collect presentations
Print the program
Make name badges
2 people
Sort information materials
2 people
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Ventilate the hall
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up information stands
4 people
Set up the stage area
3 people
Connect the projector
2 people
Test microphones
2 people
Set up presentations
Hang up signage
2 people
Restock toilet supplies
Prepare first aid supplies
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name badges
Guide visitors to the hall
2 people
Serve coffee and tea
3 people
Announce the opening
Guide speakers
Monitor the schedule
Operate microphones
Present presentations
Collect questions from the audience
Staff info booths
6 people
Serve snacks
3 people
Refill drinks
2 people
Provide coffee break
3 people
Serve diet meals
2 people
Restock the buffet
3 people
Collect tableware
2 people
Empty trash bins
2 people
Keep the break room tidy
Guide visitors to the exit
2 people
Give a thank-you gift to speakers

Aftercare

Switch off the equipment
2 people
Pack information materials
3 people
Fold up the tables
4 people
Stack chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
4 people
Dispose of waste
2 people
Remove signage
2 people
Check materials
2 people
Return materials
2 people
Keep lost and found items
Send thank-you email
Share presentations

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
High tablesqty 6
Changing room screenqty 2
Wheelchair-accessible tableqty 2
Lectern
Coat racksqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Presentation clicker
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
USB sticksqty 2
Laptop chargersqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 4
Food warmersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6
Measuring cupsqty 2
Kitchen scale
Serving carafesqty 8
Bottle openersqty 3

Decorations

Tableclothsqty 12
Name badgesqty 120
Name badge holdersqty 120
Information boardsqty 8
Postersqty 12
Brochure standsqty 10
Pensqty 30
Clipboardsqty 6
Notepadsqty 120
Backdrop banner
Buntingqty 6
Tapeqty 6
Scissorsqty 4
Directional signsqty 20

Lighting

Standing lampsqty 4
Battery lampsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Paper towel dispenserqty 3
Sanitizer stationsqty 3

Catering

Groceries

Tips

Confirm the venue’s accessibility before invitations go out. Check step-free access, accessible toilets, table spacing and whether a wheelchair-accessible table is available rather than assuming the venue meets every need.
Set a registration deadline at least 7 days before the event. Use the final list to prepare name badges, print participant information and give the caterer accurate numbers, including dietary requirements.
Test the projector, screen, laptop, HDMI cable, clicker and wireless microphones at the venue at least 24 hours beforehand. Bring presentation files on two USB sticks and check that laptop chargers, extension cords and power strips reach the lectern.
Give speakers a firm deadline for presentations, ideally 3 days before the event. Collect the final files, place them on the event laptop and print a programme so changes do not leave attendees guessing.
Plan refreshments around the programme rather than only the guest count. Chill drinks and prepare snacks before registration begins, then check that coffee cups, water glasses, plates, cutlery, serving platters and food warmers are ready in the serving area.

Frequently asked questions

How far in advance should I organise a Parkinson Information Day?: Start planning at least 8 to 12 weeks before the event. Confirm the date, location and speakers first, then allow time for invitations, registrations, catering and accessibility arrangements.
When should registration close for a Parkinson Information Day?: Close registration about 7 days before the event. This gives you time to process registrations, collect dietary requirements, print the participant list and prepare name badges.
What accessibility checks should I make for a Parkinson Information Day?: Check step-free entry, accessible toilets, seating space, table height and routes between registration, seating and refreshments at least 2 weeks beforehand. Also ask about transport or parking needs during registration.
When should I test the equipment for a Parkinson Information Day?: Test the projector, screen, laptop, microphones and cables at least 24 hours before the event. Load the final presentations beforehand and keep backup copies on USB sticks in case the laptop or network fails.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.