Heart Health Day planning checklist

Organising Heart Health Day involves more than booking a room and inviting people. You need time for registrations, dietary requirements, health measurements, workshops, presentations and volunteer coordination. This checklist puts the work in a practical order, from fixing the programme and confirming speakers to testing equipment and preparing the venue. It also covers details that are often left until the last minute, such as signage, cooled drinks, registration materials and a clear route for participants.

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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
Confirm speakers and facilitators
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Share the program and route
Confirm registrations
Check the weather forecast
Do the shopping
3 people
Test equipment
2 people
Sort materials
2 people
Chill drinks
2 people
Prepare snacks
4 people
Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Prepare health measurements
3 people
Set up workshop tables
3 people
Set up presentations
2 people
Hang up signage
2 people
Build the catering buffet
3 people
Brief volunteers
3 people

Event

Receive participants
4 people
Register attendance
2 people
Give the opening speech
Supervise blood pressure measurements
3 people
Distribute health information
2 people
Deliver the heart health lecture
2 people
Lead the movement workshop
3 people
Provide a cooking demonstration
3 people
Serve break snacks
3 people
Refill drinks
2 people
Serve the buffet
4 people
Serve special meals separately
2 people
Moderate the Q&A
2 people
Handle the closing
See participants off
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Switch off equipment
2 people
Collect materials back
2 people
Return borrowed items
2 people
Thank participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
High tablesqty 6
Tableclothsqty 10

Equipment

Blood pressure monitorsqty 4
Scalesqty 2
Laptop
Projector
Projection screen
Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Coffee machinesqty 2
Kettlesqty 2

Tableware

Platesqty 100
Bowlsqty 60
Glassesqty 120
Coffee cupsqty 70
Cutlery setsqty 100

Decorations

Information boardsqty 8
Name badgesqty 100
Pensqty 30
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 12
Directional arrowsqty 12

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 6
Hand soap dispensersqty 4
Towel dispensersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Open the registration form early enough to process replies before the event, then confirm each registration once the programme, route and practical details are final. Keep dietary requirements together so catering is not planned from guesswork.
Test the laptop, projector, screen, microphone and portable speaker before the event starts. Check extension cords and power strips at the same time, rather than discovering missing connections while participants are arriving.
Prepare the health-measurement area separately from the workshop tables. Put blood pressure monitors and scales where participants can use them without blocking registration or the main route through the venue.
Allow a dedicated setup period before opening the venue. Tables, chairs, buffet tables, tablecloths, signage, name badges and pens all take longer to place when volunteers are also receiving deliveries or answering questions.
Prepare drinks, snacks and catering in stages: cool drinks before guests arrive, set out serving platters and utensils, and keep coffee machines and kettles ready for use. Brief volunteers on registration, workshop support and participant questions before doors open.

Frequently asked questions

How far in advance should I organise Heart Health Day?: Fix the date, programme, venue and speakers several weeks before the event. Open registrations early enough to allow at least 7 days for processing replies, collecting dietary requirements and sending final confirmations.
When should I confirm Heart Health Day registrations?: Review registrations as they arrive and send final confirmations after the programme and route are settled. Aim to complete this at least 3 to 5 days before the event so participants have time to plan their visit.
How long before Heart Health Day should the venue be set up?: Allow at least 2 hours before participants arrive for tables, chairs, registration, health-measurement equipment, workshop areas, presentations, signage and catering. Add extra time if volunteers are unfamiliar with the venue or equipment.
What equipment do I need for a Heart Health Day health check?: Prepare blood pressure monitors and scales, with a clear table or area for the measurements. Test all equipment before opening and keep pens, name badges and registration materials at a separate registration table.

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.