What you need for a Parkinson Information Day

A Parkinson Information Day needs more than coffee and chairs. You will need registration furniture, presentation equipment, serving supplies, refreshments and accessible seating arranged before participants arrive. Plan quantities from your registration list, then add a small buffer for late arrivals and spilled drinks. Check dietary requirements and accessibility before ordering catering, and test every cable, microphone and presentation connection at the venue rather than on the morning itself.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Earl Grey tea - 1 box
- Sugar sticks - 250 pieces
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling water - 6 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 3 packs
- Whole wheat bread - 12 loaves
- Gluten-free bread - 3 loaves
- Whole wheat wraps - 6 packs
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Chicken breast slices - 2 kilos
- Egg salad - 2 kilo
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Red bell pepper - 3 kilos
- Red onion - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Italian herbs - 1 jar
- Olive oil - 1 bottle
- Soup - 12 liters
- Vegetable stock - 2 packs
- Whole grain pasta salad - 10 kilos
- Chickpeas - 12 cans
- Corn - 8 cans
- Tuna - 8 cans
- Feta - 2 kilos
- Cherry tomatoes - 2 kilo
- Yogurt dressing - 3 bottles
- Vegetarian quiche - 8 pieces
- Chicken quiche - 8 pieces
- Gluten-free quiche - 3 pieces
- Mini muffins - 150 pieces
- Wholegrain biscuits - 8 packs
- Sugar-free cookies - 4 packs
- Vegan cookies - 4 packs
- Yogurt - 8 liter
- Muesli - 3 kilos
- Honey - 2 jars
- Napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Cleaning wipes - 3 packs
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles

Tips

Plan one coffee cup, water glass, plate and cutlery set per registered participant, plus 10% extra. Add serving platters and tongs so food can be set out without opening every package.
For a half-day programme, allow two drinks per person for the first hour and one drink per person for each additional hour. Chill drinks in coolers before guests arrive and keep water available throughout the talks.
Set up a registration desk with the printed participant list, name badges, programmes and information materials at least 45 minutes before opening. Place it where wheelchair users can approach without blocking the entrance.
Pack the projector, screen, laptop, HDMI cable, clicker, microphones, speakers, extension cords and power strips together. Bring at least two USB sticks and all laptop chargers, then test the complete setup with the actual presentations.
Reserve an accessible table and clear route before arranging the room. Check that the wheelchair-accessible table, changing room screen, coat racks and seating do not reduce the space needed for transport or mobility aids.

Frequently asked questions

What catering supplies do I need for a Parkinson Information Day?: Buy or reserve one coffee cup, water glass, plate and cutlery set per attendee, then add 10% extra. For food service, include serving platters, serving tongs, coffee pots, teapots and food warmers if hot dishes are served.
How many drinks should I buy for a Parkinson Information Day?: Allow two drinks per person during the first hour and one additional drink per person for every following hour. Add around 10% for speakers, volunteers, late arrivals and accidental spills.
When should I test the presentation equipment?: Test the projector, screen, laptop, HDMI cable, clicker, microphones and speakers at the venue at least one day before the event. Repeat a short sound and image check 60 minutes before registration opens.
How early should I set up the registration desk?: Have the registration desk ready at least 45 minutes before the advertised start time. Put out the participant list, name badges, printed programmes and information materials before the first attendee arrives.

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