Blood Pressure Screening Day Checklist

Use this checklist to organise a blood pressure screening day in a clear sequence, from booking the venue and confirming measuring staff to welcoming visitors and closing down. The practical details matter: allow enough space between measurement stations, prepare small, standard and large cuffs, and test every monitor before guests arrive. Registration, privacy and referral information also need attention early, not on the morning itself. Follow the plan in order so staff can focus on accurate measurements and visitors know where to go next.

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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

Reserve venue
Confirm measuring staff
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Draw up the measurement protocol
2 people
Collect referral information
Reserve measuring equipment
Order catering
Set up the floor plan
2 people
Create visitor instructions
Confirm registrations
2 people
Print the measurement forms
Prepare name badges
Do the shopping
2 people
Check the equipment
2 people
Carry out the measuring test
2 people
Clear passageways
2 people
Set up tables and chairs
3 people
Place privacy screens
2 people
Set up measurement stations
3 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Chill drinks
Hang up signage
2 people
Prepare measurement protocols
2 people
Hold team briefing
4 people

Event

Welcome visitors
2 people
Register visitors
2 people
Give measurement instructions
2 people
Measure blood pressure
4 people
Register measurements
4 people
Explain follow-up advice
2 people
Guide the queue
Serve coffee and tea
Refill drinks
Empty trash bins
Wrap up with the last visitors
2 people
Store measurement data securely
2 people

Aftercare

Dismantle measurement stations
3 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Charge equipment
Return borrowed materials
2 people
Archive registration details
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 16
Privacy screensqty 2
Clothing rack
Waste binsqty 3

Equipment

Automatic blood pressure monitorsqty 4
Laptopqty 2
Chargersqty 4
Power stripsqty 4
Extension cordsqty 3
Coolersqty 2
Kettleqty 2
Coffee maker
Thermos flasksqty 3

Medical Supplies

Small cuff
Standard cuffqty 5
Large cuffqty 2
Disinfectant wipe holderqty 4

Paper goods

Clipboardsqty 8
Measurement formsqty 100
Name badgesqty 80
Pensqty 24
Markersqty 4
Signage boardsqty 8

Tableware

Reusable coffee cupsqty 50
Reusable glassesqty 50
Serving traysqty 3

Kitchen

Coffee measuring spoonsqty 2
Teaspoonsqty 30

Cleaning

Bucketsqty 2
Mopsqty 2
Hand brushesqty 2

Catering

Groceries

Tips

Plan the room around the measurement stations first. Leave clear passageways and add privacy screens so visitors can move from registration to measurement without queues blocking the entrance.
Test every automatic blood pressure monitor before the event, using the chargers, power strips and extension cords that will be used on the day. Check that each station has the correct cuff sizes, including small, standard and large.
Open registration early enough to process the forms before the screening day. Collect dietary requirements at the same time, then send confirmed registration details and visitor instructions rather than relying on verbal directions.
Prepare one complete measurement pack for each station: clipboard, measurement forms, pens, disinfectant wipes and the measuring equipment. Print extra forms and prepare name badges before staff arrive.
Set up coffee, tea and chilled drinks only after the registration and measurement areas are ready. Count reusable cups and glasses, place waste bins where they are easy to reach, and keep refreshments outside the quiet measurement area.

Frequently asked questions

How long does it take to organise a blood pressure screening day?: Allow at least 3 to 4 weeks for the venue, measuring staff, equipment and registration process. Complete the floor plan, protocol and referral information no later than 1 week before the event.
How many blood pressure measurement stations do I need?: Base the number on your expected attendance and the time available, then give each station enough room for a table, chairs and a privacy screen. As a practical starting point, plan one station for every 10 to 15 visitors per hour and adjust after the measuring test.
What equipment is needed for a blood pressure screening day?: Prepare an automatic monitor, charger or power connection, clipboard, measurement forms, pens and disinfectant wipes for each station. Also have small, standard and large cuffs available, plus spare chargers and extension cords.
When should I set up the screening room?: Set up tables, chairs, privacy screens, registration and signage at least 2 hours before visitors arrive. Carry out the equipment check and measuring test after the stations are in place, leaving at least 30 minutes to fix problems.

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