Peer Support Day Checklist

A peer support day needs more than a programme and a room. You have to give people a clear way to register, record dietary and accessibility needs, brief facilitators and make the venue work for different levels of mobility and privacy. This checklist takes you from the first date decision to opening the venue. It also helps prevent late jobs such as printing name badges, checking contact details and moving chilled food into the fridge.

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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

Set the date and program
2 people
Reserve venue
Check the venue’s accessibility
2 people
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Check participants' contact details
Schedule guides and volunteers
2 people
Brief the discussion facilitators
2 people
Finalize the program
2 people
Prepare name badges
2 people
Print participant list
Send route and parking information
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Store chilled products in the fridge
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check rooms and toilets
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Lay out name badges
Set up discussion rooms
3 people
Set up the rest area
2 people
Hang decorations
2 people
Test sound equipment
2 people
Lay out presentation materials
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Set up buffet and drinks table
3 people

Event

Staff the reception desk
2 people
Welcome participants
3 people
Register attendance
2 people
Explain the program
Lead the introduction round
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Facilitate discussion groups
6 people
Refill snacks
2 people
Serve dinner
4 people
Serve special meals separately
2 people
Set up the break room
2 people
Support the evening program
3 people
Operate the music
Serve last-round drinks
2 people
See participants off
3 people

Aftercare

Collect lost and found items
2 people
Clear away food and drinks
3 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Switch off and pack up equipment
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover food
2 people
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Lounge sofasqty 2
Side tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Presentation screen
Hand trucks
Cable reelsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6
Ice packsqty 12

Decorations

Name badgesqty 70
Name card holdersqty 10
Buntingqty 8
Table décorqty 12
Comforting throwsqty 6
Cushionsqty 10
Flip chartsqty 3
Flip chart paperqty 3
Markersqty 12
Ballpoint pensqty 70
Notepadsqty 70
Program flyersqty 70
Arrow stickersqty 20
Information boardsqty 8
Ballot slipsqty 100
Markers for participantsqty 30
Chat cornerqty 2
Conversation cardsqty 6
Pen holdersqty 8

Lighting

LED lampsqty 8
Atmosphere lightsqty 6
Spare batteriesqty 24

Catering

Groceries
Buffet traysqty 8
Serving traysqty 8
Bread basketsqty 6
Waste binsqty 6
Drink dispensersqty 4
Coolersqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 6

Tips

Set the date and reserve the venue before opening registrations. Confirm room access, toilets, seating options and accessibility before you send invitations, so participants receive accurate information.
Close registrations early enough to process names, contact details, dietary requirements and accessibility needs. Use the final participant list to prepare name badges, volunteer rotas and catering quantities.
Brief discussion facilitators before the day, not at the door. Give them the final programme, timings, room assignments and a clear point of contact for questions or participant support.
Send route and parking information with the invitations or registration confirmation, then check it again before the event. Include public transport details, accessible access and where people should enter the venue.
Plan the final setup around the opening time. Bring the laptop, projector, microphones, extension cords and power strips together, check the sound system, and move chilled products into the fridge as soon as they arrive.

Frequently asked questions

How far in advance should I plan a peer support day?: Start at least 6 to 8 weeks before the event. Reserve the venue first, then allow time for registrations, accessibility requests, facilitator scheduling and a final programme.
When should I send peer support day invitations?: Send invitations 4 to 6 weeks before the day and set a registration deadline at least 7 days before it. That gives you time to confirm contact details, dietary requirements and accessibility needs.
How many volunteers do I need for a peer support day?: Plan at least 1 coordinator on site, plus 1 facilitator or guide for each discussion group. Add one extra person for arrivals, room changes and practical support when several groups run at once.
When should I finalize catering quantities?: Calculate catering quantities after registrations close and dietary requirements are collected, usually 5 to 7 days before the event. Buy chilled products as late as practical and store them in the fridge immediately.

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.