What you need for Prostate Cancer Day

A Prostate Cancer Day event needs more than information folders and a registration table. Visitors may stay for several hours, so plan drinks, light catering, serving equipment and clear presentation supplies. This list also covers the items people often remember too late, such as name-badge supplies, extension cords, charging cables and coolers. Buy or reserve the consumables early, then check the venue and test the presentation equipment before visitors arrive.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 6 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling fruit drink - 4 bottles
- Sparkling water - 6 bottles
- Whole wheat bread - 12 loaves
- Multigrain bread - 8 loaves
- Whole grain rolls - 80 pieces
- Mini wraps - 100 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Turkey breast - 1,5 kilo
- Smoked chicken breast - 1,5 kilo
- Vegetarian spread - 1,5 kilo
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 8 bags
- Lettuce - 8 heads
- Olives - 2 kilos
- Cherry tomatoes - 3 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mandarins - 80 pieces
- Unsalted nuts - 3 kilos
- Raisins - 2 kilos
- Wholegrain crackers - 12 packs
- Rice cakes - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Low-salt crackers - 6 packs
- Pure chocolate cookies - 8 packs
- Oat bars - 120 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Black pepper - 2 jars
- Salt - 2 packs
- Paper napkins - 600 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Wooden cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Toilet paper - 48 rolls
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Disposable gloves - 100 pieces
- Cooling pack bags - 20 pieces
- Diet-friendly snacks - 6 packs
- Gluten-free crackers - 4 packs
- Lactose-free milk - 4 liters
- Vegetarian wraps - 40 pieces

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

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include coffee, tea and water, and chill bottled or canned drinks before the event.
Allow one plate, fork, knife and spoon per expected visitor, plus at least 10% extra for replacements. Count serving platters, tongs and water jugs separately; they are easy to overlook when ordering catering.
Prepare registration materials at least one day ahead. Keep the laptop, charging cables, name badges and information folders together at the registration desk rather than distributing them around the venue.
Test the laptop, projector, projection screen, speakers and wireless microphones at least 2 hours before the first presentation. Bring extension cords, power strips and a presentation clicker, even if the venue says equipment is available.
Set out waste bins, coat racks and enough chairs before doors open. Put coolers, coffee machines, kettles and thermos flasks near the catering area so volunteers are not carrying hot drinks through the information tables.

Frequently asked questions

How much water and coffee do I need for Prostate Cancer Day?: For a three-hour event, plan about 1.5 litres of water and two cups of coffee or tea per visitor. Add 10% extra, especially if registration numbers are not final.
How many plates and glasses should I buy for the event?: Start with one plate and one drinking glass per registered visitor, then add 10% extra. For 100 visitors, that means at least 110 plates and 110 glasses.
When should I buy supplies for Prostate Cancer Day?: Order informational materials and catering at least 7 days before the event, or earlier if the supplier needs approval. Buy fresh food and chill drinks 1 day before, then check quantities on the morning itself.
What presentation equipment should I bring to Prostate Cancer Day?: Bring a laptop, projector, projection screen, speakers, wireless microphones, a microphone stand and a presentation clicker. Pack extension cords, power strips and charging cables, and test everything at least 2 hours before the programme starts.

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