Wellness Day Checklist

A wellness day runs smoothly when bookings, guest information and treatment times are settled before setup begins. This checklist covers the full sequence, from reserving the venue and treatments to preparing towels, robes, snacks and drinks. Build the final participant list early, then use it to plan catering and treatment allocations. On the day, allow enough time to clean, arrange the wellness areas, test the lighting and music, and welcome participants without rushing.

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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 up the wellness program
2 people
Reserve venue
Reserve treatments
Send invitations
Process registrations
Collect dietary requirements
Record allergies
Collect care preferences
Create final participant list
Allocate treatment times
2 people
Calculate catering quantities
Do the shopping
2 people
Wash towels
Prepare bathrobes and slippers
Assemble treatment kits
2 people
Print the program
Chill drinks
Prepare snacks
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set up the wellness areas
3 people
Hang up decorations
2 people
Set up the buffet and drinks
2 people
Test music and lighting

Event

Receive participants
2 people
Hand out bathrobes and slippers
2 people
Explain the program
Serve welcome drinks
2 people
Lead the yoga and breathing session
2 people
Serve fruit and tea
2 people
Guide wellness treatments
4 people
Refill drinks
Restock the buffet
2 people
Serve dinner
3 people
Lead sauna rounds
2 people
Serve dessert and herbal tea
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean up the venue
3 people
Clean wellness materials
2 people
Wash towels and textiles
Distribute leftover food
Return rented materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tablesqty 2
Clothes racksqty 2
Storage basketsqty 12

Tableware

Dinner platesqty 30
Breakfast platesqty 30
Bowlsqty 24
Glassesqty 36
Tea glassesqty 24
Knivesqty 30
Forksqty 30
Spoonsqty 30

Kitchen

Serving bowlsqty 8
Serving plattersqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Chef's knifeqty 2
Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Coolersqty 3
Ice cube traysqty 3

Decorations

Table runnersqty 6
Vasesqty 6
Artificial flowersqty 12
Welcome sign
Program cardsqty 24

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Massage tablesqty 2

Sports equipment

Yoga matsqty 24
Meditation cushionsqty 24
Yoga blocksqty 24

Wellness

Bathrobesqty 24
Bath slippersqty 24
Towelsqty 72
Face wipesqty 48
Laundry basketsqty 3
Mirrorsqty 3

Lighting

Atmosphere lightsqty 6
String lightsqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Vacuum cleaner
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the wellness day. Use the final participant list to confirm dietary requirements, allergies and care preferences before allocating treatment times.
Allocate treatment slots only after registrations close, then print the programme and prepare one clear copy for each participant. Leave a few minutes between treatments so delays do not affect the whole schedule.
Wash the towels and prepare bathrobes and slippers at least 1 day beforehand. Keep clean textiles separate from treatment kits and place them where participants can find them easily.
Calculate catering quantities from the confirmed guest count, then shop and prepare snacks no later than the day before. Chill drinks several hours ahead and keep extra cold storage available for later refills.
Finish the room setup before participants arrive: arrange tables and chairs, prepare the buffet and drinks, set up the wellness areas, and test the speaker, lighting and extension cords at least 30 minutes beforehand.

Frequently asked questions

How far in advance should I organise a wellness day?: Reserve the venue and treatments at least 4 to 6 weeks ahead, especially if the day includes several treatment providers. Send invitations early enough to close registrations about 7 days before the event.
When should I collect allergies and dietary requirements?: Ask for allergies, dietary requirements and care preferences when guests register. Review the information again when you create the final participant list, ideally 5 to 7 days before the wellness day.
How many drinks should I plan for a wellness day?: Plan at least 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water, tea and coffee, and chill the drinks several hours before guests arrive.
How early should I set up for a wellness day?: Start the final setup at least 2 hours before the first participant arrives. Use that time to clean the venue, arrange furniture, prepare the wellness areas, set up refreshments and test music and lighting.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.