How to organise a health check day

A health check day runs smoothly when people, measurements and information move through the venue in a fixed order. Start by confirming the date, location and programme, then book health professionals and recruit enough volunteers for registration, measurements and guidance. Before invitations go out, prepare consent and privacy procedures and decide how registrations will be processed. In the final week, test every monitor, check batteries and prepare the venue so participants are not waiting beside an unfinished station.

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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
Confirm date and location
2 people
2
Create the program and schedule
2 people
3
Record health professionals
2 people
4
Recruit volunteers
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Prepare consents
2 people
10
Record privacy procedure
2 people
11
Print measurement protocols
12
Make information signs
2 people
13
Digitize the registration form
14
Send reminder
15
Inventory measuring equipment
2 people
16
Test equipment
2 people
17
Check batteries
18
Lay out forms and pens
2 people
19
Check the shopping list
20
Do the shopping
2 people
21
Buy fresh products
2 people
22
Coordinate venue and key
23
Bring materials to the venue
3 people
24
Keep chilled products cool
25
Check accessibility
2 people
26
Ventilate room
27
Set up tables and chairs
4 people
28
Set up privacy corners
3 people
29
Set up the reception desk
2 people
30
Set up measuring stations
5 people
31
Set up the waiting area
2 people
32
Set up catering table
2 people
33
Prepare coffee and tea
2 people
34
Chill drinks
2 people
35
Place information signs
2 people
36
Prepare registration lists
2 people
37
Give staff briefing
8 people
38
Recheck measuring equipment
3 people

Event

39
Staff visitor reception
2 people
40
Register sign-ups
2 people
41
Check permissions
2 people
42
Direct visitors to stations
2 people
43
Measure blood pressure
3 people
44
Measure heart rate
2 people
45
Measure height and weight
2 people
46
Calculate BMI
2 people
47
Measure waist circumference
2 people
48
Measure blood sugar
2 people
49
Measure oxygen saturation
2 people
50
Discuss health questions
3 people
51
Register measurements
3 people
52
Give personal advice
3 people
53
Explain referrals
2 people
54
Guide the queue
2 people
55
Serve coffee and tea
2 people
56
Serve healthy snacks
2 people
57
Refill drinks
58
Collect tableware
59
Empty trash bins
60
Disinfect work surfaces
2 people
61
Replenish measurement supplies
2 people
62
Welcome the last visitors
2 people
63
Finalize the latest measurement results
3 people
64
Wave goodbye to visitors
2 people

Aftercare

65
Dismantle measurement stations
4 people
66
Dismantle privacy screens
2 people
67
Clean up catering
2 people
68
Wash dishes
2 people
69
Collect waste
2 people
70
Clean the room
3 people
71
Check materials
2 people
72
Store measurement results securely
2 people
73
Check refrigerated products
74
Return rental items
2 people
75
Store leftover materials
2 people
76
Send participant information
2 people
77
Destroy confidential forms
2 people
78
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

Build the schedule around the number of measurement stations, not just the number of visitors. Allow time for registration, consent and questions before someone moves to blood pressure, weight, height or other checks.
Set a registration deadline several days before the event. Use the responses to collect dietary requirements, estimate attendance and send a reminder with the arrival time and any preparation instructions.
Assign each volunteer one clear role and prepare a short handover before doors open. One person should monitor the queue and direct participants while professionals stay focused on measurements and explanations.
Test every blood pressure monitor, scale, stadiometer, glucometer, pulse oximeter and thermometer before the event. Check batteries and power connections at least one day in advance, then keep spare supplies together at the venue.
Plan privacy and accessibility in the room layout before bringing in tables and chairs. Use privacy screens where measurements require discretion, leave clear routes for mobility aids and create a waiting area that does not block registration.

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. This gives you time to confirm the venue, recruit health professionals and volunteers, prepare the programme, send invitations and process registrations.
How many volunteers do I need for a health check day?: Plan for at least one volunteer at registration, one person managing the waiting flow and one helper for each busy measurement area. For a small event, 4 to 6 volunteers is a practical starting point, then adjust after reviewing registrations.
When should I test the health check equipment?: Test all equipment no later than 24 hours before the event, including batteries, cables and extension cords. Recheck the setup when you arrive so a missing power strip or faulty monitor does not delay the first appointments.
How should I handle consent and privacy forms?: Prepare the consent wording and privacy procedure before invitations are sent, and explain them at registration before measurements begin. Keep completed forms separate from public waiting areas and allow at least 5 minutes per participant for registration and consent.

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.