Prostate Cancer Day event checklist

Planning a Prostate Cancer Day event means coordinating expert speakers, visitor registration, information tables and practical venue details. Start with the date, programme and venue, then move to invitations, promotion and registration. In the final week, confirm attendance, collect visitor questions and dietary requirements, test every presentation and prepare the registration desk. This checklist also helps you avoid late tasks such as printing name badges, assembling information folders and checking microphones, cables and presentation equipment.

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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
Book speakers and experts
2 people
Assign information tables
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Post promotion on social media
Process registrations
2 people
Collect dietary requirements
Collect Visitor Questions
Publish program and route
Request presentations and materials
2 people
Order informational materials
Order catering
Schedule volunteers
2 people
Share parking and travel info
Confirm registrations
2 people
Prepare name badges
2 people
Test presentations
2 people
Do the shopping
2 people
Assemble information folders
3 people
Chill drinks
2 people
Check the venue
2 people
Prepare the registration desk
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up the presentation equipment
2 people
Set up information tables
4 people
Hang up signage
2 people
Hang decorations
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Set up private conversation rooms
2 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Distribute program
2 people
Guide visitors to the hall
2 people
Handle the opening
Host lectures
2 people
Pass around the microphone
Collect questions
Staff information desks
8 people
Facilitate one-on-one conversations
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Support the technical setup
Announce breaks
Support the evening program
2 people
Give thank-you speech
See visitors out
2 people
Hand out information materials
2 people
Collect lost and found items

Aftercare

Collect tableware
3 people
Clean coffee equipment
2 people
Take down tables and chairs
4 people
Switch off the equipment
2 people
Pack up materials
3 people
Dispose of waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Hand over the venue
2 people
Chill leftover food
2 people
Wash dishes
3 people
Set aside return materials
2 people
Return borrowed materials
2 people
Send visitor thank-you gifts
Share presentations digitally
Collect expenses

What to bring

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

Furniture

Tablesqty 12
Chairsqty 130
Registration desk
Stoolsqty 12
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Presentation clicker

Tableware

Coffee cupsqty 140
Drinking glassesqty 140
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Ice packsqty 12

Decorations

Tableclothsqty 12
Bannersqty 4
Flower arrangementsqty 6
Name card holdersqty 20
Poster puttyqty 4
Table décorqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Water dispensersqty 2
Drink cratesqty 4
Cooling matsqty 4
Snack plattersqty 12
Napkin holdersqty 8
Sugar bowlsqty 4
Milk jugsqty 4
Groceries

Information

Information foldersqty 130
Program bookletsqty 150
Brochure holdersqty 16
Information leafletsqty 500
Notepadsqty 130
Ballpoint pensqty 150
Name stickersqty 150
Registration formsqty 150
Evaluation formsqty 150
Presentation foldersqty 12
Flip chart sheetsqty 30
Markersqty 24
Clipboardsqty 10
Directional signsqty 12

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 12
Floor squeegeesqty 2
Broom setsqty 2
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Safety

First aid kits
Flashlightsqty 2
Glovesqty 2

Tips

Set the programme and confirm the venue before inviting speakers or opening registration. Visitors need the address, route and session times early, while speakers need enough notice to provide presentations and supporting materials.
Open registration as soon as the programme is stable, then collect dietary requirements and visitor questions in the same form. Send a confirmation with parking and travel information before the event rather than answering these questions individually on the day.
Prepare the information tables by assigning a volunteer to each one and ordering printed materials early. Assemble the information folders before the final day so missing pages or handouts can still be replaced.
Test the laptop, projector, screen, speakers and wireless microphones at the venue. Check extension cords, power strips, charging cables and the presentation clicker together, because a presentation can fail even when each item works separately.
Set up the registration desk before guests arrive, with name badges and the confirmed registration list ready. Chill drinks, arrange coffee equipment and check tables, chairs, coat racks and waste bins during the venue check.

Frequently asked questions

How far in advance should I plan a Prostate Cancer Day event?: Start at least 8 to 12 weeks before the event. Use the first 2 to 3 weeks to set the date, reserve the venue, confirm speakers and build the programme before sending invitations.
When should registration open for Prostate Cancer Day?: Open registration as soon as the programme, venue and route are confirmed, ideally 6 to 8 weeks beforehand. Close or review registrations 3 to 5 days before the event so catering, seating and name badges can be finalised.
When should I confirm Prostate Cancer Day registrations?: Send a registration confirmation immediately after sign-up, then send a final practical reminder 3 to 7 days before the event. Include the programme, arrival time, route, parking details and any information visitors need to bring.
How early should presentations and event equipment be tested?: Request presentations and materials at least 2 weeks before the event and test them 3 to 5 days beforehand. Repeat the equipment check at the venue on the day, including microphones, projector connections, power and charging cables.

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