Health Day checklist: what to arrange and when

A Health Day needs more than a programme and a room. You need time for health partners, workshops, registrations, dietary information, food preparation and room setup. This checklist covers the full run-up, from choosing the date and booking rooms to testing the projector and preparing the reception desk. Use it to keep participant information, catering and equipment aligned, especially during the final week when small omissions are easiest to miss.

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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

Set the date and program
2 people
Reserve venue and rooms
Contact health partners
2 people
Arrange workshops and demonstrations
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Send reminder to participants
Print the program
Make route signs
Check contact details
Share the dietary overview
Collect materials
2 people
Do the shopping
2 people
Wash fruits and vegetables
2 people
Prepare snacks
3 people
Chill drinks
Check first aid supplies
Test equipment
2 people
Set up presentations
2 people
Prepare registration forms
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the workshop rooms
3 people
Set up the activity zone
3 people
Set up health booths
4 people
Hang up decorations
2 people
Put up route signs
2 people
Connect the technical equipment
2 people
Test microphone
Check presentations
Set up the buffet
3 people
Set out coffee and tea
2 people
Chill drinks
2 people
Display snacks
2 people

Event

Staff the registration desk
2 people
Welcome participants
2 people
Explain the program
Deliver the opening presentation
2 people
Carry out health measurements
3 people
Lead the lifestyle workshop
2 people
Lead the movement workshop
2 people
Guide the nutrition workshop
2 people
Lead the relaxation session
2 people
Serve a healthy meal
4 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Replenish workshop materials
Answer questions at the booths
3 people
Refer participants to sessions
2 people
Guide photo moments
Deliver the closing presentation
2 people
Hand out feedback cards
See participants off
2 people

Aftercare

Collect tableware
3 people
Package food safely
2 people
Clear away cooling packs
2 people
Switch off the equipment
2 people
Dismantle health stands
4 people
Collect workshop materials
3 people
Clear tables and chairs
4 people
Sort waste
3 people
Clean the floors
3 people
Clean the restrooms
2 people
Do final venue inspection
2 people
Return materials
2 people
Distribute leftover food
2 people
Archive registration details
Send thank-you message

What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 4
Workshop tablesqty 8
High tablesqty 6
Chairsqty 90
Stoolsqty 12
Tableclothsqty 14
Coat racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Foraging bowlsqty 10

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving tongsqty 10
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 6

Equipment

Projector
Projection screen
Laptop
Portable speakerqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Blood pressure monitorsqty 4
Scalesqty 2
Measuring tapesqty 4
Stopwatchesqty 4

Sports equipment

Yoga matsqty 30
Resistance bandsqty 30
Fitness ballsqty 10
Hand weightsqty 20
Conesqty 20
Skipping ropesqty 15
Towelsqty 40

Decorations

Welcome sign
Program standsqty 6
Directional signsqty 10
Buntingqty 6
Name badgesqty 100
Pensqty 40
Clipboardsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6
Sanitizing stationsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and programme before contacting health partners or inviting participants. Confirm the workshop times, room requirements and demonstration equipment first, so the registration form contains accurate information.
Close registration early enough to process dietary requirements and update the participant list. Send the reminder only after checking contact details and sharing the dietary overview with everyone preparing food.
Plan the room layout around the activities: registration tables at the entrance, workshop tables where demonstrations take place, and enough chairs or stools for each session. Add route signs before guests arrive, not during registration.
Test the projector, screen, laptop, speaker, wireless microphone, extension cords and power strips at least one day before the event. Charge stations and presentation files are easy to overlook when equipment is spread across several rooms.
Prepare food in a fixed sequence on the final day: wash fruit and vegetables, prepare snacks, chill drinks and check first-aid supplies. Count reusable plates, bowls, glasses, cups and cutlery for the registered group, then add a small buffer for breakage or extra servings.

Frequently asked questions

How far in advance should I start planning a Health Day?: Start at least 8 weeks before the event. Book the venue and rooms first, then confirm health partners, workshops and demonstrations before opening registration.
When should I send Health Day invitations?: Send invitations 4 to 6 weeks before the Health Day, once the date, programme and registration form are ready. Keep registration open long enough to collect dietary requirements and update the participant list.
When should I send the reminder to Health Day participants?: Send the reminder 3 to 5 days before the event. Include the programme, arrival details, route information and any practical notes based on the final room and workshop setup.
How many drinks should I prepare for a Health Day?: Plan 2 to 3 drinks per person for the first hour, then about 1 to 2 drinks per person for each additional hour. Chill the drinks before setup and provide water jugs as well as the other refreshments.

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.