Health Day planning checklist

A Health Day works best when the programme, practical arrangements, and participant information are prepared in the right order. Start with the date, rooms, activities, and workshop leaders, then manage registrations and dietary requirements before printing materials. In the final week, check equipment, sort supplies by station, prepare food safely, and test every activity. This checklist covers the 69 planning tasks and 68 items needed to run the day without last-minute gaps.

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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 rooms and grounds
Confirm workshop leaders
2 people
Choose activities for participants
3 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check permissions
2 people
Print participant lists
Print the schedule and route
Prepare activity stations
3 people
Create a health quiz
2 people
Prepare the checkpoints
2 people
Print recipe cards
Make name badges
2 people
Check stock
2 people
Do the shopping
3 people
Store chilled products
2 people
Wash fruits and vegetables
2 people
Prepare dips and dressings
2 people
Prepare soup
2 people
Sort materials by station
3 people
Test equipment and batteries
2 people

Event

Open venue
2 people
Set up tables and chairs
5 people
Set up the reception desk
2 people
Set up the workshop stations
6 people
Set out the activity course
4 people
Display health information
2 people
Prepare the buffet
4 people
Chill drinks
2 people
Test sound and presentations
2 people
Conduct a safety check
2 people
Receive participants
3 people
Hand out name badges
2 people
Explain the program
Lead the warm-up
2 people
Lead a movement workshop
3 people
Lead a healthy lifestyle workshop
2 people
Oversee health measurements
3 people
Staff the hydration point
2 people
Give a healthy cooking demo
3 people
Hand out appetizers
3 people
Lead the health quiz
2 people
Set up the buffet
4 people
Serve soup and bread
4 people
Serve special meals separately
2 people
Refill drinks
2 people
Restock the fruit and vegetable table
2 people
Lead the relaxation session
2 people
Give the sleep workshop
Lead the evening walk
3 people
Present closing
Check out participants
2 people

Aftercare

Collect materials
4 people
Pack leftover food
2 people
Wash dishes
3 people
Sort waste
2 people
Clear tables and chairs
5 people
Clean rooms
4 people
Check toilets
2 people
Switch off equipment
2 people
Lock up the venue
2 people
Return cooling materials
2 people
Clean reusable materials
3 people
Return borrowed materials
2 people
Send participant information
Archive photos securely

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Folding chairsqty 10
Waste binsqty 8
Coat racksqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 24
Timerqty 6
Digital scaleqty 2

Sports equipment

Yoga matsqty 30
Sports ballsqty 12
Conesqty 30
Skipping ropesqty 20
Hoopsqty 12
Resistance bandsqty 20
Gym matsqty 10
Relay batonsqty 12
Balance discsqty 8
Stopwatchesqty 6
Measuring tapesqty 4
Hand grippersqty 6
Heart rate monitorsqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 8
Soup kettlesqty 2
Water jugsqty 8
Coolersqty 6
Thermos flasksqty 6

Tableware

Platesqty 120
Soup bowlsqty 120
Glassesqty 140
Mugsqty 80
Forksqty 120
Knivesqty 120
Spoonsqty 120
Teaspoonsqty 80
Serving bowlsqty 12
Serving traysqty 8

Decorations

Welcome sign
Route arrowsqty 12
Info postersqty 20
Tableclothsqty 12
Name badgesqty 120
Pensqty 40
Adhesive tapeqty 8
Markersqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

First aid kit
Ice packsqty 20
Groceries

Tips

Set the programme before opening registration. Confirm the rooms, activity choices, workshop leaders, route, and session times first so participants receive accurate information rather than a schedule that changes later.
Close registration early enough to print participant lists and name badges. Allow at least 2–3 working days to process registrations, collect dietary requirements, and update station numbers.
Prepare each activity station separately. Sort yoga mats, sports equipment, timers, stopwatches, measuring tapes, and quiz materials into labelled station groups instead of leaving everything in one storage area.
Handle food in stages during the final 24 hours. Wash fruit and vegetables, prepare dips, dressings, and soup, then store chilled products at the correct temperature until serving.
Test the presentation and power setup before doors open. Check the laptop, projector, screen, speakers, microphone, extension cords, power strips, batteries, and timer at least 60 minutes before the first activity.

Frequently asked questions

How far in advance should I plan a Health Day?: Set the date, reserve rooms, and contact workshop leaders at least 6–8 weeks ahead. Open registration once the programme and activity capacity are confirmed, preferably 3–4 weeks before the event.
When should I collect dietary requirements for a Health Day?: Ask for dietary requirements during registration and review them 7 days before the event. Confirm the final numbers before shopping and preparing soup, dips, dressings, and other food.
How many activity stations do I need for a Health Day?: Base the number on your programme and group size, but plan one clearly marked station for each simultaneous activity. Prepare and label all station materials at least 1 day before the event.
How early should I arrive to set up a Health Day?: Open the venue at least 60–90 minutes before participants arrive. Use that time to arrange tables and chairs, place station equipment, test technology, put out participant lists, and check the route and checkpoints.

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.