How to organise a Heart Health Day

A Heart Health Day needs more than speakers and health information. You need a clear route from registration to measurements, workshops, presentations and refreshments, with enough time for each stage. Start by fixing the date, venue and programme, then build registration around the capacity of the room and the people running the checks. The details most often missed are dietary requirements, tested presentation equipment, accessible signage and a proper briefing for volunteers.

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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
3
Confirm speakers and facilitators
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Share the program and route
9
Confirm registrations
10
Check the weather forecast
11
Do the shopping
3 people
12
Test equipment
2 people
13
Sort materials
2 people
14
Chill drinks
2 people
15
Prepare snacks
4 people
16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set up registration desk
2 people
19
Prepare health measurements
3 people
20
Set up workshop tables
3 people
21
Set up presentations
2 people
22
Hang up signage
2 people
23
Build the catering buffet
3 people
24
Brief volunteers
3 people

Event

25
Receive participants
4 people
26
Register attendance
2 people
27
Give the opening speech
28
Supervise blood pressure measurements
3 people
29
Distribute health information
2 people
30
Deliver the heart health lecture
2 people
31
Lead the movement workshop
3 people
32
Provide a cooking demonstration
3 people
33
Serve break snacks
3 people
34
Refill drinks
2 people
35
Serve the buffet
4 people
36
Serve special meals separately
2 people
37
Moderate the Q&A
2 people
38
Handle the closing
39
See participants off
3 people

Aftercare

40
Collect waste
3 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Clean the room
3 people
44
Switch off equipment
2 people
45
Collect materials back
2 people
46
Return borrowed items
2 people
47
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

Set the programme before opening registration. Allow separate time blocks for arrivals, health measurements, workshops, presentations and refreshments, and share the route with participants before the event.
Open the registration form early enough to process responses rather than collecting names at the door. Ask about dietary requirements and confirm registrations before the final shopping and catering quantities are set.
Test the laptop, projector, screen, microphone and portable speaker at the venue before the day. Check extension cords and power strips at the same time, so a presentation or measurement station is not relying on an untested socket.
Prepare the registration and measurement areas as separate stations. Put name badges and pens at the entrance, then arrange blood pressure monitors and scales where participants can move through without blocking arrivals.
Brief volunteers before participants arrive and give each person one clear responsibility. Keep drinks chilled, prepare snacks, and finish the room setup before the venue opens so the first arrivals are not waiting beside unfinished tables.

Frequently asked questions

How far in advance should I organise a Heart Health Day?: Fix the date, venue and programme at least 6 to 8 weeks ahead. This gives you time to secure speakers and helpers, open registration, process dietary requirements and confirm attendance.
How should the programme for a Heart Health Day be structured?: Use a clear sequence: arrival and registration, health measurements, workshops or presentations, then refreshments and informal questions. Give each activity a defined time slot and share the route with participants at least 3 to 5 days before the event.
When should I confirm Heart Health Day registrations?: Send confirmation around 5 to 7 days before the event, once the programme and venue details are final. Include the arrival time, route through the activities and any information participants need to bring or know.
What equipment should I test before a Heart Health Day?: Test the laptop, projector, screen, microphone and speaker at least one day before the event, using the actual presentation files. Also check extension cords, power strips, blood pressure monitors and scales before packing or setting up.

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