Stem Cell Donor Day Checklist

A stem cell donor day needs more than a registration desk and a supply of forms. You need a clear route from arrival to donor registration, private space for personal information, and enough trained volunteers to keep people moving. Start by confirming the donor organization, venue, date, and registration process, then work backward from opening time. This checklist covers the practical details that are easy to leave until the last day, including accessibility, power, equipment, refreshments, and sign-in materials.

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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
Coordinate with donor organization
2 people
Create registration form
Prepare privacy information
Send invitations
2 people
Publish social posts
Process registrations
2 people
Send registration confirmations
Collect dietary requirements
Check accessibility
Confirm venue booking
Confirm furniture reservation
Check power outlets
2 people
Create map and route
2 people
Prepare donor registration
2 people
Write volunteer instructions
Assign volunteers
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks and food
2 people
Sort registration forms
2 people
Prepare name badges
Lay out the information materials
2 people
Charge equipment

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up privacy areas
2 people
Set up information stands
2 people
Test audiovisual equipment
2 people
Prepare donor registration kits
2 people
Prepare coffee and tea
2 people
Display snacks and sandwiches
3 people
Brief volunteers
2 people
Staff the reception desk
2 people
Check registrations
2 people
Inform visitors
3 people
Supporting donor registration
4 people
Issue and collect swab kits
3 people
Check consent forms
2 people
Store completed forms securely
Guide presentation
2 people
Answer visitors' questions
2 people
Serve coffee and tea
2 people
Serve sandwiches and snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Restock sanitary supplies
Escort the last visitors
2 people
Seal data and samples
2 people
Lock up the venue
2 people

Aftercare

Dismantle furniture
4 people
Sort materials
2 people
Wash dishes
2 people
Clean equipment
2 people
Clean the venue
3 people
Package leftover food
2 people
Dispose of waste
2 people
Hand over donor forms
2 people
Return rented materials
2 people
Archive digital files
Send thank-you messages

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 4
Privacy panelsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 6
Tabletsqty 4
Mobile card terminalsqty 2
Printersqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 3

Registration

Donor registration kitsqty 180
Disposable wipesqty 200
Sealable bagsqty 200
Document traysqty 8
Clipboard foldersqty 20
Desk pensqty 40
Registration desksqty 3
Wristbandsqty 200

Tableware

Reusable coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Pliersqty 6

Decorations

Information boardsqty 10
Directional signsqty 12
Standing bannersqty 4
Tableclothsqty 12
Name card holdersqty 20

Lighting

LED table lampsqty 8

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Confirm the donor organization’s registration requirements before creating your form. Allow at least two weeks to review privacy wording, consent information, and the way completed forms must be stored or transferred.
Plan the room around privacy and flow, not just the available tables. Keep the welcome and information area near the entrance, place registration desks after it, and use privacy panels so conversations and paperwork cannot be seen by people waiting.
Assign volunteers to specific points before invitations go out. For a small donor day, plan separate cover for welcome, registration support, queue management, refreshments, and troubleshooting rather than expecting one person to do several jobs at once.
Test every laptop, tablet, printer, card terminal, microphone, and projector at the venue at least one day beforehand. Count power outlets and bring extension cords and power strips only after checking where equipment will actually be placed.
Prepare food, drinks, name badges, wristbands, pens, document trays, and donor registration kits before opening the venue. Chill drinks in advance and keep completed paperwork in sealable bags or trays away from public areas.

Frequently asked questions

How far in advance should I plan a stem cell donor day?: Start at least 4–6 weeks before the event. That gives the donor organization time to confirm the process, the venue time to confirm furniture and access, and you enough time to invite people, process registrations, and brief volunteers.
How many volunteers do I need for a stem cell donor day?: Plan at least 1 volunteer for every 20–25 expected visitors, with separate coverage for registration and the welcome desk. Add extra support during the first hour, when arrivals and questions usually overlap.
What should be ready before a stem cell donor day opens?: Have the room, registration desks, privacy panels, forms, donor kits, pens, badges, information materials, refreshments, and charged equipment ready at least 60 minutes before opening. Test the route from the entrance to registration before visitors arrive.
How should donor registration forms be stored during the event?: Use document trays or sealable bags and keep completed forms out of public view throughout the day. Assign one named person to collect them regularly and follow the donor organization’s handling instructions before closing.

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.