Health Check Day Checklist

A health check day runs smoothly when people, measurements, paperwork, and privacy are planned together. Set the date and location first, then build a timed program around the number of health professionals and volunteers available. Registrations, consent forms, dietary requirements, and privacy procedures need attention before invitations go out. In the final week, test every monitor, check batteries, confirm access to the venue, and prepare a clear route from registration to waiting area to measurement stations.

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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
2 people
Create the program and schedule
2 people
Record health professionals
2 people
Recruit volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Prepare consents
2 people
Record privacy procedure
2 people
Print measurement protocols
Make information signs
2 people
Digitize the registration form
Send reminder
Inventory measuring equipment
2 people
Test equipment
2 people
Check batteries
Lay out forms and pens
2 people
Check the shopping list
Do the shopping
2 people
Buy fresh products
2 people
Coordinate venue and key
Bring materials to the venue
3 people
Keep chilled products cool
Check accessibility
2 people
Ventilate room
Set up tables and chairs
4 people
Set up privacy corners
3 people
Set up the reception desk
2 people
Set up measuring stations
5 people
Set up the waiting area
2 people
Set up catering table
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Place information signs
2 people
Prepare registration lists
2 people
Give staff briefing
8 people
Recheck measuring equipment
3 people

Event

Staff visitor reception
2 people
Register sign-ups
2 people
Check permissions
2 people
Direct visitors to stations
2 people
Measure blood pressure
3 people
Measure heart rate
2 people
Measure height and weight
2 people
Calculate BMI
2 people
Measure waist circumference
2 people
Measure blood sugar
2 people
Measure oxygen saturation
2 people
Discuss health questions
3 people
Register measurements
3 people
Give personal advice
3 people
Explain referrals
2 people
Guide the queue
2 people
Serve coffee and tea
2 people
Serve healthy snacks
2 people
Refill drinks
Collect tableware
Empty trash bins
Disinfect work surfaces
2 people
Replenish measurement supplies
2 people
Welcome the last visitors
2 people
Finalize the latest measurement results
3 people
Wave goodbye to visitors
2 people

Aftercare

Dismantle measurement stations
4 people
Dismantle privacy screens
2 people
Clean up catering
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Check materials
2 people
Store measurement results securely
2 people
Check refrigerated products
Return rental items
2 people
Store leftover materials
2 people
Send participant information
2 people
Destroy confidential forms
2 people
Clean measuring equipment
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 40
Office chairsqty 8
Bar stoolsqty 4
Waiting area benchesqty 4
Privacy screensqty 6
Coat racksqty 2
Waste binsqty 6

Equipment

Blood pressure monitorsqty 6
Bathroom scalesqty 4
Stadiometersqty 2
Measuring tapesqty 6
Glucometersqty 3
Pulse oximetersqty 4
Thermometersqty 3
Calculatorsqty 4
Extension cordsqty 6
Power stripsqty 6
Portable lampsqty 4
Coolersqty 3
Handheld microphone
Speaker

Lighting

Standing lampsqty 4
String lightsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 100
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Water jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Cooler cratesqty 4
Food containersqty 8
Serving traysqty 6

Decorations

Welcome sign
Route signsqty 8
Tableclothsqty 12
Name card holdersqty 20
Pen holdersqty 8

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 20
Disinfectant dispensersqty 8

Medical

Disposable glovesqty 500
Lancetsqty 150
Test stripsqty 150
Alcohol padsqty 200
Gauze padsqty 200
Bandagesqty 2
Sharps containersqty 4
Face masksqty 100
Hand sanitizerqty 8
Research paperqty 12
First aid kit

Catering

Groceries

Tips

Set the schedule around your measurement stations, not just the arrival time. Allow time for registration, consent, each measurement, questions, and cleaning or resetting equipment between participants.
Confirm staffing before sending invitations. Record the health professionals and recruit enough volunteers for registration, queue guidance, refreshments, equipment support, and privacy—not just the measuring stations.
Send the digital or printed registration form early and collect dietary requirements before shopping. A reminder several days before the event reduces no-shows and gives you time to resolve missing consent forms.
Test every blood pressure monitor, scale, stadiometer, glucometer, pulse oximeter, and thermometer before packing. Check batteries, extension cords, power strips, calculators, and backup equipment at the same time.
Plan the room as a participant journey: registration and forms first, a waiting area next, private measurement spaces behind screens, and refreshments away from equipment. Check accessibility, keep chilled products in coolers, and confirm the venue key and arrival time.

Frequently asked questions

How far in advance should I plan a health check day?: Start planning at least 6 to 8 weeks before the event. Confirm the date, location, professionals, volunteers, program, privacy procedure, and registration process before sending invitations.
What equipment is needed for a health check day?: Prepare the specific devices required for the measurements, including blood pressure monitors, bathroom scales, stadiometers, measuring tapes, glucometers, pulse oximeters, and thermometers. Test all equipment at least 3 to 5 days beforehand and check batteries again on the day.
When should health check invitations be sent?: Send invitations once the date, location, schedule, registration method, and consent process are ready—usually 3 to 4 weeks before the event. Send a reminder several days before the health check day.
How do I protect privacy during a health check day?: Write the privacy procedure before registrations open and use privacy screens for measurements that should not be visible to others. Keep forms and results out of public view, limit access to authorised professionals, and explain consent before measuring each participant.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.