Wellness day checklist and planning guide

A wellness day needs more than yoga mats and a quiet room. You’ll need to coordinate workshops, massage appointments, food requirements, registrations and several spaces on the same schedule. Start by fixing the date, venue and programme, then open registration early enough to collect allergies and treatment preferences. This checklist covers the practical work from the first booking through opening the venue, including details people often leave until the last minute.

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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
Arrange workshop facilitators
2 people
Schedule massage treatments
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Note allergies and special considerations
Create workshop schedule
2 people
Set massage time slots
2 people
Send confirmation to participants
Order catering and snacks
Check supplies
2 people
Finalize shopping list
Prepare name badges
Share the program and route
Do the shopping
2 people
Chill drinks
2 people
Preparing fresh snacks
3 people
Open venue
2 people
Ventilate the rooms
2 people
Clean floors and surfaces
2 people
Set up the yoga space
3 people
Set up meditation room
2 people
Set up the massage room
2 people
Set up tables and chairs
3 people
Prepare reception desk
2 people
Set up the buffet and tea station
3 people
Lay out name badges
Test the background music

Event

Receive participants
3 people
Explain the program
Serve welcome drinks
2 people
Lead breathing workshop
2 people
Lead the yoga and stretching session
2 people
Serve tea and fruit
3 people
Carry out massage rounds
4 people
Lead meditation session
2 people
Restock drinks and snacks
2 people
Serve dinner
4 people
Collect crockery and glasses
2 people
Lead the relaxation session
2 people
Hand out gift bags
2 people
See participants off
3 people

Aftercare

Collect waste
3 people
Wash dishes and glasses
3 people
Clear away food and drinks
2 people
Clean rooms
3 people
Put furniture back
3 people
Gather wellness materials
2 people
Switch off equipment
Lock up the venue
2 people
Return rented materials
2 people
Store leftovers and decorations
2 people
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 45
Reception desk
Massage tablesqty 3
Clothes racksqty 2

Tableware

Water glassesqty 50
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Teapotsqty 4
Serving boardsqty 6

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 3
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 8

Wellness

Yoga matsqty 45
Meditation cushionsqty 30
Blanketsqty 45
Eye pillowsqty 30
Towelsqty 50
Pillowcasesqty 30
Massage oil bottlesqty 6
Aroma diffusersqty 4
Essential oil bottlesqty 8

Decorations

Plantsqty 12
String lightsqty 6
Tealight holdersqty 20
Name badgesqty 50
Program postersqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Include workshop durations, breaks and massage time slots so participants can choose without creating overlaps.
Close registrations at least 7 days before the wellness day. Use the final list to confirm dietary requirements, allergies, special considerations and the number of name badges.
Plan massage appointments in fixed slots and add 10–15 minutes between treatments for changing rooms, cleaning and resetting the massage table.
Check every room’s equipment 2–3 days beforehand. Test speakers, kettles, coffee machines, extension cords, power strips and rechargeable lamps instead of discovering a missing connection on the day.
Prepare the venue in zones on the morning itself: reception, yoga, meditation, massage and catering. Chill drinks, ventilate rooms and put towels, blankets, eye pillows and water glasses where participants will actually use them.

Frequently asked questions

How far in advance should I plan a wellness day?: Start planning at least 6–8 weeks ahead. Book the venue and workshop facilitators first, then schedule massage treatments and open registration once the programme is stable.
When should I send wellness day invitations?: Send invitations 4–6 weeks before the event, with the programme, route and registration deadline. Send confirmations after registration closes, ideally 5–7 days before the day.
How much time should I allow between massage treatments?: Leave 10–15 minutes between treatments. This gives the practitioner time to clean the massage table, replace towels and prepare oil bottles and pillowcases for the next participant.
When should I buy food and chill the drinks?: Finalize the shopping list and buy fresh snacks 1–2 days before the event. Chill drinks on the evening before, then prepare fresh items on the morning of the wellness 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.