How to organise a fall prevention day

A fall prevention day works best when education, screening and practical movement sessions follow a clear timetable. Start by booking an accessible room, setting the date and confirming every speaker and fitness instructor before invitations go out. Registration should capture dietary requirements and transport needs, not just names. In the final week, check the route, emergency exits, presentations and activity equipment so the day runs safely from sign-in to refreshments.

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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

1
Reserve the room
2
Set the date and program
2 people
3
Confirm speakers
4
Confirm the fitness instructor
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect transport needs
11
Update participant list
12
Send reminder
13
Print the program
14
Prepare name badges
2 people
15
Collect presentations
16
Check the route directions
17
Print parking information
18
Check accessibility
2 people
19
Check emergency exits
2 people
20
Do the shopping
2 people
21
Collect materials
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Test presentations
2 people
25
Set up the registration table
2 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up the activity zone
3 people
29
Set up information stands
3 people
30
Set up presentations
2 people
31
Connect the sound system
2 people
32
Connect the projector
2 people
33
Set up coffee station
2 people
34
Check restroom facilities
35
Carry out safety checks
2 people
36
Give the team briefing
3 people

Event

37
Staff the reception desk
2 people
38
Register participants
2 people
39
Hand out name badges
40
Explain the program
41
Deliver the welcome speech
42
Give a fall-risk briefing
43
Answer questions about fall risk
2 people
44
Serve coffee and tea
3 people
45
Refill drinks
2 people
46
Guide the balance assessment
3 people
47
Guide the walking test
3 people
48
Take blood pressure readings
2 people
49
Lead the movement workshop
2 people
50
Serve snacks
3 people
51
Explain home safety
52
Demonstrate equipment
2 people
53
Answer questions about equipment
2 people
54
Serve the hot drinks round
2 people
55
Hand out contact details
56
Deliver closing message
57
See participants off
2 people

Aftercare

58
Collect used materials
3 people
59
Sort waste
2 people
60
Wash dishes
3 people
61
Clean coffee station
2 people
62
Clean the room
3 people
63
Switch off equipment
2 people
64
Lock up the venue
2 people
65
Archive participant list
66
Register lost and found items
67
Return materials
2 people
68
Return borrowed equipment
2 people
69
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 before sending invitations, then confirm speakers and the fitness instructor before opening registration. Leave at least two weeks between invitations and the event so you can process registrations and follow up on missing details.
Use the registration form to ask about dietary requirements and transport needs. Update the participant list weekly, then send a reminder with the programme, route directions and parking information 3–5 days before the event.
Plan the room around safe movement as well as presentations. Provide chairs with armrests, keep walkways clear for walking sticks, and check accessibility and emergency exits before setting up tables, the registration desk and equipment.
Test the laptop, projector, projection screen, portable speaker and wireless microphone at least one day beforehand. Bring extension cords and power strips, and collect all presentations before printing the final programme.
Prepare the practical session in advance with non-slip mats, balance cushions, practice balls, elastic bands, cones, low hurdles and walk test markers. Set out the blood pressure monitor, stopwatch and measuring tape so assessments do not delay the programme; chill drinks and prepare snacks before attendees arrive.

Frequently asked questions

How far in advance should I plan a fall prevention day?: Start at least 6–8 weeks ahead. Book the room and set the date first, confirm speakers and the fitness instructor within the next two weeks, and send invitations with at least 3 weeks left for registrations.
What should I ask on a fall prevention day registration form?: Ask for the participant’s name and contact details, plus dietary requirements and transport needs. Close or review registrations 7 days before the event so you can update seating, refreshments and arrival support.
How do I make a fall prevention day accessible?: Check the entrance, toilets, seating and activity area at least 1 week beforehand. Use chairs with armrests, keep routes clear, provide clear route and parking information, and verify emergency exits before the room opens.
When should I test the equipment for a fall prevention day?: Test the laptop, projector, screen, speaker and microphone at least 24 hours before the event, then do a short sound and presentation check on the day. Lay out the activity equipment before registration begins so the first session starts on time.

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.