How to organise a Health Day from start to finish

Start by fixing the date, programme and rooms before contacting health partners or inviting participants. Build the day around timed workshops and demonstrations, then use one registration form to collect attendance and dietary requirements. About two weeks before the event, confirm partners, update the participant list and send practical information. On the day itself, allow at least 90 minutes for room setup, registration tables, presentations, refreshments and signs between rooms.

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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
Set the date and program
2 people
2
Reserve venue and rooms
3
Contact health partners
2 people
4
Arrange workshops and demonstrations
2 people
5
Create registration form
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update participant list
10
Send reminder to participants
11
Print the program
12
Make route signs
13
Check contact details
14
Share the dietary overview
15
Collect materials
2 people
16
Do the shopping
2 people
17
Wash fruits and vegetables
2 people
18
Prepare snacks
3 people
19
Chill drinks
20
Check first aid supplies
21
Test equipment
2 people
22
Set up presentations
2 people
23
Prepare registration forms
24
Set up tables and chairs
4 people
25
Set up the reception desk
2 people
26
Set up the workshop rooms
3 people
27
Set up the activity zone
3 people
28
Set up health booths
4 people
29
Hang up decorations
2 people
30
Put up route signs
2 people
31
Connect the technical equipment
2 people
32
Test microphone
33
Check presentations
34
Set up the buffet
3 people
35
Set out coffee and tea
2 people
36
Chill drinks
2 people
37
Display snacks
2 people

Event

38
Staff the registration desk
2 people
39
Welcome participants
2 people
40
Explain the program
41
Deliver the opening presentation
2 people
42
Carry out health measurements
3 people
43
Lead the lifestyle workshop
2 people
44
Lead the movement workshop
2 people
45
Guide the nutrition workshop
2 people
46
Lead the relaxation session
2 people
47
Serve a healthy meal
4 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Replenish workshop materials
53
Answer questions at the booths
3 people
54
Refer participants to sessions
2 people
55
Guide photo moments
56
Deliver the closing presentation
2 people
57
Hand out feedback cards
58
See participants off
2 people

Aftercare

59
Collect tableware
3 people
60
Package food safely
2 people
61
Clear away cooling packs
2 people
62
Switch off the equipment
2 people
63
Dismantle health stands
4 people
64
Collect workshop materials
3 people
65
Clear tables and chairs
4 people
66
Sort waste
3 people
67
Clean the floors
3 people
68
Clean the restrooms
2 people
69
Do final venue inspection
2 people
70
Return materials
2 people
71
Distribute leftover food
2 people
72
Archive registration details
73
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 programme before booking workshops. Give each session a start and finish time, then leave at least 10 minutes between rooms for movement, questions and equipment changes.
Open registration as soon as the venue and partners are confirmed. Close dietary changes 5 to 7 days before the event so the overview can be shared with the catering and preparation team.
Check every room separately 24 hours beforehand. Test the laptop, projector, screen, speaker, wireless microphone, extension cords and power strips rather than assuming they will work together.
Plan the arrival flow before printing anything. Place the registration desk near the entrance, add route signs to each workshop room, and keep the participant list and contact details in one accessible place.
Prepare food and drinks in stages on the day. Wash fruit and vegetables, prepare snacks, chill drinks and fill water jugs before guests arrive; keep first aid supplies visible and easy to reach.

Frequently asked questions

How far in advance should I organise a Health Day?: Start planning 8 to 12 weeks before the event. Book the venue and rooms first, then confirm health partners, workshops and demonstrations before sending invitations.
When should Health Day registration close?: Close registration or dietary updates 5 to 7 days before the event. This gives you time to update the participant list, share dietary information and prepare enough snacks, drinks and tableware.
How much setup time does a Health Day need?: Allow at least 90 minutes for setup, and 2 hours if several rooms are used. This covers tables, chairs, registration materials, presentations, signs, refreshments and equipment checks.
What equipment should I test before a Health Day?: Test the laptop, projector, projection screen, portable speaker and wireless microphone at least 24 hours in advance. Also check extension cords, power strips and charging stations in the rooms where they will be used.

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.