Movement day checklist: organise the day in the right order

A movement day needs more than a programme and a room. You need supervisors, suitable activity equipment, participant information, volunteers, food and a clear plan for moving people between activities. Start with the date, venue and programme, then confirm staffing and registrations before ordering supplies. Use the checklist to keep medical and dietary details up to date, prepare equipment such as mats, balls and cones, and finish with weather, clothing, first aid and 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

Set the date and program
2 people
Reserve venue
Reserve sports supervisors
Book music accompaniment
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical considerations
Update participant list
Confirm the program
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Check the route and rooms
2 people
Check activity materials
2 people
Order catering
Make name badges
2 people
Confirm participants
Check the weather forecast
Do the shopping
3 people
Prepare materials
3 people
Check clothing and shoes
Pack the first aid kit
Chill drinks
2 people
Check groceries
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up exercise stations
4 people
Mark the walking route
3 people
Hang decorations
2 people
Test sound equipment
2 people
Prepare coffee and tea
2 people
Set up lunch buffet
3 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out name badges
2 people
Explain the program
Lead the group warm-up
3 people
Lead the exercise circuit
6 people
Hand out water
2 people
Lead the break
3 people
Refill drinks
2 people
Guide the walking group
4 people
Lead the alternative indoor program
2 people
Serve lunch buffet
4 people
Serve coffee and tea
2 people
Collect tableware
2 people
Guide the chair dance and music moment
3 people
Lead stretching and relaxation exercises
2 people
Refill drinks
2 people
Handle the closing
Guide departures
4 people
Collect lost property

Aftercare

Sort waste
3 people
Clear buffet
3 people
Wash dishes
3 people
Clear away sports equipment
4 people
Clear tables and chairs
4 people
Clean the venue
4 people
Pack audio equipment
2 people
Remove decorations
2 people
Empty the coolers
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
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, programme and venue first, then book sports supervisors and music support before sending invitations. Staffing and room availability can limit the activities you offer.
Close registrations with enough time to update the participant list and collect dietary requirements and medical considerations. Aim to confirm the final numbers at least 7 days before the event.
Assign volunteers to specific rooms or route sections rather than asking for general help. Give each person their task, meeting point and start time before the day begins.
Check every activity area against the programme and test the equipment before participants arrive. Count shared items such as yoga mats, gym balls, hoops and cones so missing materials can still be replaced.
Prepare the practical details during the final 24 hours: check the weather, confirm clothing and shoes, pack the first aid kit, chill drinks and check coffee, water and catering supplies.

Frequently asked questions

How far in advance should I organise a movement day?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Book sports supervisors and recruit volunteers soon after, then send invitations once the programme and registration process are ready.
When should I confirm movement day participants?: Close registrations and confirm the participant list about 7 days before the event. Use that final number to adjust catering, name badges, activity groups and the volunteer schedule.
What equipment do I need for a movement day?: Prepare the equipment required by each activity, including items such as yoga mats, gym balls, soft balls, hoops, cones, resistance bands and non-slip mats. Count and check everything at least 2 days before the event.
When should I check the weather for a movement day?: Check the forecast 48 hours before the event and again on the morning itself. Use the result to confirm outdoor routes, party tents, clothing advice and any changes to the programme.

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.