How to organise a movement day without last-minute gaps

A movement day combines several activities, different ability levels and a lot of practical equipment. Start with the date, venue and programme, then build the participant information, supervision and materials around that plan. Registrations should capture dietary requirements and medical considerations early, while the final week is for route checks, weather decisions and packing. This approach keeps the day moving from welcome and warm-up through activities, refreshments and close-down.

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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
Reserve sports supervisors
4
Book music accompaniment
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Collect medical considerations
10
Update participant list
11
Confirm the program
2 people
12
Recruit volunteers
2 people
13
Assign volunteers
2 people
14
Check the route and rooms
2 people
15
Check activity materials
2 people
16
Order catering
17
Make name badges
2 people
18
Confirm participants
19
Check the weather forecast
20
Do the shopping
3 people
21
Prepare materials
3 people
22
Check clothing and shoes
23
Pack the first aid kit
24
Chill drinks
2 people
25
Check groceries
2 people
26
Set up tables
4 people
27
Set up chairs
4 people
28
Set up the reception desk
2 people
29
Set up exercise stations
4 people
30
Mark the walking route
3 people
31
Hang decorations
2 people
32
Test sound equipment
2 people
33
Prepare coffee and tea
2 people
34
Set up lunch buffet
3 people
35
Brief volunteers
2 people

Event

36
Receive participants
4 people
37
Hand out name badges
2 people
38
Explain the program
39
Lead the group warm-up
3 people
40
Lead the exercise circuit
6 people
41
Hand out water
2 people
42
Lead the break
3 people
43
Refill drinks
2 people
44
Guide the walking group
4 people
45
Lead the alternative indoor program
2 people
46
Serve lunch buffet
4 people
47
Serve coffee and tea
2 people
48
Collect tableware
2 people
49
Guide the chair dance and music moment
3 people
50
Lead stretching and relaxation exercises
2 people
51
Refill drinks
2 people
52
Handle the closing
53
Guide departures
4 people
54
Collect lost property

Aftercare

55
Sort waste
3 people
56
Clear buffet
3 people
57
Wash dishes
3 people
58
Clear away sports equipment
4 people
59
Clear tables and chairs
4 people
60
Clean the venue
4 people
61
Pack audio equipment
2 people
62
Remove decorations
2 people
63
Empty the coolers
2 people
64
Inventory materials
2 people
65
Return borrowed materials
2 people
66
Store leftover food
2 people
67
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Party tentsqty 2
Coat racksqty 2

Sports equipment

Yoga matsqty 30
Gym ballsqty 12
Soft ballsqty 20
Hoopsqty 12
Conesqty 24
Pedometersqty 20
Resistance bandsqty 20
Beanbagsqty 12
Walking sticksqty 12
Bib numbersqty 70
Practice cardsqty 30
Non-slip matsqty 10
Parachute cloth

Tableware

Coffee cupsqty 80
Water glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Name badgesqty 80
Program leafletsqty 80
Directional signsqty 12
Markersqty 12
Tapeqty 6
Ropeqty 2

Cleaning

Trash binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Toilet brushesqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8
Flashlightsqty 4
Mobile phonesqty 2

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Include start and finish times, activity blocks, breaks and the level of supervision needed for each part of the day.
Close registrations with enough time to update the participant list and make name badges. Aim to collect dietary requirements and medical considerations at least 10 days before the event.
Assign volunteers to specific jobs and time slots rather than asking for general help. Have one person check rooms and routes, one manage refreshments, and one coordinate equipment between activities.
Check every activity area against the programme at least one week beforehand. Count items such as yoga mats, hoops, resistance bands, walking sticks and bib numbers, and replace missing or damaged equipment before the day.
Use the final 48 hours for the weather forecast, clothing and shoe reminder, first-aid kit, chilled drinks and groceries. Pack activity materials by session so volunteers can set up without searching through one large pile.

Frequently asked questions

How far in advance should I plan a movement day?: Set the date and reserve the venue and sports supervisors at least 8 to 12 weeks ahead. Send invitations once the programme and main practical details are stable, usually 4 to 6 weeks before the day.
When should I ask for medical and dietary information?: Ask for both when people register, not after registration closes. Set a deadline at least 10 days before the movement day so catering, supervision and activity adjustments can be arranged.
How many volunteers do I need for a movement day?: Plan at least one coordinator for the full day, plus one volunteer for every 8 to 12 participants during active sessions. Add separate cover for registration, refreshments and equipment if those jobs cannot be combined safely.
When should I check the equipment and rooms?: Do a full route, room and equipment check 7 days before the event, then repeat a short safety check on the morning itself. Count the sports equipment against each activity and keep the first-aid kit accessible throughout the day.

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.