Wellness Day Checklist

A wellness day runs on calm transitions, not last-minute fixes. This checklist takes you from invitations and registration through instructor bookings, meal planning and room setup. Build the schedule around yoga, meditation and massage slots, then give attendees the practical details they need before arrival. On the day itself, keep chilled food cold, label special-diet meals and prepare each room separately so the first session can start on time.

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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

Send invitations
Process registrations
Collect dietary requirements
Update participant list
Reserve wellness venue
Book yoga instructor
Book massage therapists
Book a meditation guide
Finalize the program
Send program to attendees
Send transportation information
Assign massage slots
Confirm massage slots
Order catering
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Sort groceries
2 people
Keep chilled products cool
Label diet meals

Event

Open venue
2 people
Check rooms
2 people
Set up the yoga space
3 people
Set up meditation room
2 people
Set up massage rooms
2 people
Set up buffet area
3 people
Chill drinks
2 people
Set up reception desk
Prepare registration materials
Set background music
Brief the welcome team
2 people
Receive participants
3 people
Explain the program
Serve welcome drinks
2 people
Lead yoga session
2 people
Refill tea and water
Serve snack breaks
2 people
Guide massage rounds
3 people
Lead meditation session
2 people
Set up the rest area
Restock towels
Refill fruit water
Set up the evening buffet
3 people
Serve the evening buffet
4 people
Restock the buffet
2 people
Serve diet meals
Clear away dishes
2 people
Lead the evening walk
2 people
Serve herbal tea
2 people
Lead the evening relaxation session
2 people
See participants off
2 people
Pack leftovers safely
2 people
Switch off equipment

Aftercare

Take down the yoga space
2 people
Tear down massage rooms
2 people
Dismantle tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean rooms
3 people
Lock up the venue
2 people
Return materials
2 people
Cool and distribute leftovers
2 people
Check borrowed items
Handle the deposit and keys
Send a thank-you gift to participants

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 45
Lounge sofasqty 4
Side tablesqty 8
Clothes racksqty 3
Paraventsqty 4

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 45
Platesqty 60
Bowlsqty 45
Cutlery setsqty 60
Serving bowlsqty 12
Serving plattersqty 8
Pitchersqty 8
Serving spoonsqty 10

Sports equipment

Yoga matsqty 45
Yoga blocksqty 45
Yoga strapsqty 45
Meditation cushionsqty 45
Throwsqty 45
Massage ballsqty 20
Foam rollersqty 15

Equipment

Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Kitchen

Coolersqty 4
Food warmersqty 4
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 3
Bottle openersqty 3

Decorations

Linen tableclothsqty 8
Cloth napkinsqty 60
Name badgesqty 45
Welcome sign
Artificial plantsqty 8

Lighting

LED lanternsqty 12
String lightsqty 4

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Microfiber clothsqty 20
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the wellness day. Use the final participant list to collect dietary requirements and assign massage slots rather than trying to manage both at check-in.
Confirm the yoga instructor, massage therapists and meditation guide at least 2 weeks ahead. Send the finished program and transportation information to attendees no later than 5 days before the event.
Allow at least 60 minutes before the first session to open the venue, check the rooms and set up the yoga, meditation and massage spaces. Keep paravents, tables and chairs ready before participants arrive.
Plan food service around the program, not just the headcount. Sort groceries on arrival, keep chilled products in coolers, use food warmers where needed and label diet meals before catering is put out.
Test the portable speaker and microphone during setup, and check extension cords, power strips and rechargeable batteries before guests arrive. Place drinking glasses, coffee cups, pitchers and serving utensils in each service area so staff are not leaving sessions to fetch them.

Frequently asked questions

How far in advance should I organise a wellness day?: Start planning at least 6 weeks before the event. Reserve the venue and book the yoga instructor, massage therapists and meditation guide first, then open registrations and finalise catering after the participant numbers are clear.
When should I send the wellness day programme to attendees?: Send the final programme and transportation information at least 5 days before the wellness day. Include arrival time, session times and confirmed massage slots so participants know where they need to be.
How much setup time does a wellness day need?: Allow 60 to 90 minutes before the first activity. This gives you time to check the rooms, arrange yoga mats and meditation cushions, prepare massage rooms, test audio equipment and organise food and drinks.
When should I collect dietary requirements for a wellness day?: Ask for dietary requirements during registration and close the form at least 10 days before the event. Confirm the final list with catering 5 to 7 days ahead, then label diet meals before serving.

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.