Wellness holiday checklist

A wellness holiday needs more than a relaxing programme. You also need clear participant information, dietary and care details, reliable transport, suitable rooms and enough time to prepare food and activities. Use this checklist to work from the first guest list through to opening the venue. The final checks cover easy-to-miss details such as emergency contacts, name badges, directions, chilled drinks, room layouts and equipment connections.

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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

Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assess care needs
2 people
Check emergency contacts
2 people
Collect transport needs
2 people
Reserve venue
Create activity schedule
3 people
Assign escorts
2 people
Confirm transportation
2 people
Confirm the program
2 people
Send participant information
2 people
Check the shopping list
2 people
Take inventory of supplies
2 people
Collect activity materials
3 people
Make name badges
2 people
Prepare directions
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Confirm participants again
2 people
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the rest area
2 people
Set up reception table
2 people
Set up coffee station
2 people
Set up buffet
3 people
Set up activities
3 people
Hang up decorations
2 people
Test sound equipment
2 people
Lay out name badges
Brief chaperones
3 people

Event

Receive participants
4 people
Register attendance
2 people
Store coats and bags
2 people
Welcome and explain the program
2 people
Serve coffee and tea
3 people
Facilitate icebreaker activity
4 people
Refill drinks
2 people
Supervise the afternoon break
4 people
Serve snacks
3 people
Lead the creative activity
4 people
Provide individual support
4 people
Set tables for dinner
3 people
Serve dinner
4 people
Check dietary meals
2 people
Take dishes to the kitchen
3 people
Assist the music activity
3 people
Serve evening snacks
2 people
Inform participants about departure
2 people
Escort each participant out
4 people
Check for left-behind items
2 people

Aftercare

Wash dishes
3 people
Clean the buffet and kitchen
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Sort activity materials
2 people
Clean floors and toilets
3 people
Check borrowed items
2 people
Return materials
2 people
Return lost property
2 people
Call participants back
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Lounge armchairsqty 4
Clothes racksqty 2
Tableclothsqty 8

Tableware

Dinner platesqty 50
Dessert platesqty 50
Drinking glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Coffee spoonsqty 45

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 4
Washing-up bowlsqty 2

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
First aid kit
Flashlightsqty 3

Sports equipment

Softballsqty 6
Conesqty 12
Parachute cloth
Boccia set
Game cardsqty 4
Board gamesqty 6
Colored pencil setsqty 6
Sketchbooksqty 12
Puzzlesqty 4

Decorations

Buntingqty 6
Balloonsqty 50
Table décorqty 8
Name badge holdersqty 45

Lighting

Mood lightingqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 4
Hand broomsqty 2
Litter pickersqty 2
Mopsqty 2
Bucketsqty 2
Vacuum cleaner
Toilet brushesqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Start with the participant list and registration process, then collect dietary requirements, care needs, emergency contacts and transport needs before confirming the programme. This gives you time to assign escorts and adjust activities safely.
Reserve the venue before finalising the schedule, and check the rooms in advance. Allow at least 60 minutes before arrival to arrange tables, chairs, lounge seating, clothes racks and tablecloths.
Check quantities for every meal and break: plates, glasses, coffee cups, cutlery, serving trays and utensils. Plan roughly two drinking glasses per participant, plus enough coffee cups for a second round.
Test the practical equipment before the day starts. Connect the laptop, projector, projection screen, microphone, Bluetooth speaker, extension cords and power strips at least 30 minutes before the first activity.
Send participant information and directions several days before the wellness holiday, then confirm attendance again 24 hours beforehand. Keep the final list available at the venue, including dietary needs, care needs and emergency contacts.

Frequently asked questions

How far in advance should I organise a wellness holiday?: Start at least 8 to 12 weeks before the planned date. This gives you time to reserve the venue, collect registrations and care information, confirm transport and order or buy activity and catering supplies.
What information should I collect from wellness holiday participants?: Collect registration details, dietary requirements, care needs, emergency contacts and transport needs. Ask for this information no later than 3 weeks before the event so you can assign escorts and adapt the programme.
When should I confirm the wellness holiday programme?: Confirm the programme 7 to 10 days before the event, after registrations and care requirements are clear. Send the final participant information and directions at the same time, then check attendance again 24 hours before arrival.
How much setup time does a wellness holiday need?: Allow at least 60 minutes for opening the venue, checking rooms, setting up tables and chairs, preparing refreshments and testing presentation equipment. Add another 30 minutes if transport arrivals or accessibility arrangements need coordination.

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.