What you need for a stem cell donor day
A stem cell donor day needs more than registration forms and refreshments. You will need separate supplies for donor check-in, private conversations, data handling and a smooth flow through the venue. Plan tableware and drinks around your expected attendance, then keep extra pens, wipes and sealable bags on hand. The checklist also covers the equipment needed for registration, presentations, payments and charging devices.
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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Lemons - 12 pieces
- Stir sticks - 250 pieces
- Mini cheese sandwiches - 50 pieces
- Chicken mini sandwiches - 40 pieces
- Mini hummus sandwiches - 40 pieces
- Mini egg salad sandwiches - 30 pieces
- Gluten-free rolls - 10 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Rice cakes - 4 packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 8 trays
- Cookies - 8 packs
- Muesli bars - 60 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer gel - 8 bottles
- Surface cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Trash bags - 4 rolls
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
Tips
- Prepare one donor registration kit and one clipboard folder per registration point, plus at least 10% extra pens and forms. Running out at the busiest moment is harder to fix than storing a small surplus.
- Set up privacy panels before doors open and keep sealable bags, document trays and wipes at every registration area. These items are easy to overlook when shopping because they are not part of the visible welcome desk.
- Count reusable coffee cups, glasses, plates and cutlery for the full expected attendance, then add roughly 10% spare tableware. Include serving spoons so food can be portioned without using personal cutlery.
- Check every laptop, tablet, printer and mobile card terminal the day before, and charge them fully overnight. Bring extension cords, power strips and charging stations rather than assuming the venue has enough accessible outlets.
- Buy drinks and food early enough to chill them before opening, and label any items linked to dietary requirements. Keep waste bins near registration, refreshments and exit points so used wipes and packaging do not collect on tables.
Frequently asked questions
- What supplies do I need for a stem cell donor day?
- Plan registration kits, forms, clipboard folders, desk pens, document trays, sealable bags and disposable wipes. You will also need tables, chairs, privacy panels, registration desks, devices, charging equipment, refreshments and tableware.
- How many registration supplies should I buy per donor?
- Use one registration kit and one clipboard folder per active registration point rather than per donor. Buy at least 10% extra pens and printed forms, and add more if donors will arrive in several time slots.
- How much tableware do I need for a donor registration event?
- Provide one cup, glass, plate and cutlery set per expected attendee, plus about 10% spare. Add serving spoons for each food dish and reusable coffee cups if hot drinks are being served.
- When should I prepare the equipment for a stem cell donor day?
- Test laptops, tablets, printers, card terminals, microphones and projectors at least one day before the event. Charge all devices overnight and check extension cords, power strips and charging stations before the venue opens.
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