Fall Prevention Day: What to Arrange and When

Use this checklist to organise a fall prevention day without leaving key details until the last minute. Start with the room, date and programme, then confirm speakers and the fitness instructor before opening registration. Build in time to collect dietary requirements and transport needs, check accessibility and emergency exits, and test every presentation. On the day, allow enough time for registration, refreshments and practical exercises using balance cushions, non-slip mats, walking sticks and walk-test markers.

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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 the room
Set the date and program
2 people
Confirm speakers
Confirm the fitness instructor
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect transport needs
Update participant list
Send reminder
Print the program
Prepare name badges
2 people
Collect presentations
Check the route directions
Print parking information
Check accessibility
2 people
Check emergency exits
2 people
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test presentations
2 people
Set up the registration table
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the activity zone
3 people
Set up information stands
3 people
Set up presentations
2 people
Connect the sound system
2 people
Connect the projector
2 people
Set up coffee station
2 people
Check restroom facilities
Carry out safety checks
2 people
Give the team briefing
3 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Explain the program
Deliver the welcome speech
Give a fall-risk briefing
Answer questions about fall risk
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Guide the balance assessment
3 people
Guide the walking test
3 people
Take blood pressure readings
2 people
Lead the movement workshop
2 people
Serve snacks
3 people
Explain home safety
Demonstrate equipment
2 people
Answer questions about equipment
2 people
Serve the hot drinks round
2 people
Hand out contact details
Deliver closing message
See participants off
2 people

Aftercare

Collect used materials
3 people
Sort waste
2 people
Wash dishes
3 people
Clean coffee station
2 people
Clean the room
3 people
Switch off equipment
2 people
Lock up the venue
2 people
Archive participant list
Register lost and found items
Return materials
2 people
Return borrowed equipment
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairs with armrestsqty 60
Registration desk
Bar stoolsqty 4
Coat racksqty 2
Tableclothsqty 10

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Blood pressure monitorqty 2
Stopwatchqty 3
Measuring tapeqty 3

Sports equipment

Non-slip matsqty 12
Balance cushionsqty 8
Practice ballsqty 10
Elastic bandsqty 15
Conesqty 12
Low hurdlesqty 6
Walking sticksqty 8
Walk test markersqty 6
Hand grippersqty 8

Tableware

Reusable coffee cupsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Coolersqty 3
Ice cube traysqty 4

Decorations

Welcome sign
Directional signsqty 8
Information standsqty 8
Name badge holdersqty 70
Table signsqty 10

Lighting

Standing lampsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Mop headsqty 2
Bucketsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Hand broomsqty 4
Toilet brushesqty 2

Care supplies

First aid kit
Disposable glovesqty 2
Sanitizer stationsqty 3
Hand sanitizer bottlesqty 6
Chairs for demonstrationqty 4

Catering

Groceries

Tips

Set the date and programme at least 6–8 weeks ahead. Confirm speakers and the fitness instructor before sending invitations, so the programme includes named sessions rather than placeholders.
Open registration as soon as invitations go out, ideally 4–6 weeks before the event. Ask about dietary requirements and transport needs on the form instead of trying to collect them by phone later.
Check the venue at least 2 weeks beforehand for accessible routes, chairs with armrests, clear emergency exits and enough space for exercise stations. Do not wait until setup to discover that low hurdles or mats block a walkway.
Test the laptop, projector, screen, portable speaker and wireless microphone 1–2 days before the event. Bring extension cords and power strips, and keep presentations saved in more than one place.
Prepare the registration table before participants arrive: print the programme, make name badges, update the participant list and place route directions and parking information where they can be seen. Chill drinks and set out snacks before the first session, not during the welcome.

Frequently asked questions

How far in advance should I organise a fall prevention day?: Start 6–8 weeks before the event. This gives you time to reserve the room, confirm speakers and the fitness instructor, send invitations, process registrations and arrange accessibility or transport needs.
What should I ask when people register for a fall prevention day?: Ask for contact details, dietary requirements and transport needs. Close or review registrations about 1 week before the event so you can update the participant list, prepare name badges and buy the right amount of refreshments.
How much exercise equipment do I need for a fall prevention day?: Plan the equipment around the number of exercise groups and available floor space, rather than ordering one set per participant. Check the room 1–2 weeks ahead and mark separate areas for non-slip mats, balance cushions, practice balls, elastic bands and walk-test markers.
When should I test the presentations and audio equipment?: Test the laptop, projector, projection screen, speaker and wireless microphone 1–2 days before the event, then do a short sound and screen check during setup. Keep extension cords and power strips available so the registration and presentation areas do not compete for outlets.

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