Work-Fit Day Checklist

A work-fit day needs more than a programme and a room. You need to coordinate workshop facilitators, registrations, dietary requirements, catering, technical equipment and a clear movement area. Start with the date, venue and programme, then confirm people and materials before you buy food or print handouts. On the day itself, allow time to arrange tables and chairs, test the projector and speaker, prepare the reception table and welcome participants without delaying the first activity.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Confirm the workshop timetable and facilitators before sending invitations, so participants receive one clear programme rather than later corrections. Include the route to the venue and ask for dietary requirements during registration.
Update the participant list shortly before the event and use it to prepare name badges, handouts and workshop materials. Print a few spare badges and handouts for late registrations or damaged copies.
Check the movement area before arranging the rest of the room. Leave enough open space for the energizer and posture workshop, and keep yoga mats, resistance bands, soft balls and cones easy to reach.
Test the laptop, projector, projection screen, portable speaker and microphone before participants arrive. Put extension cords and power strips where they cannot cross the movement area or create a trip hazard.
Prepare drinks and catering in a separate service area with reusable plates, bowls, glasses, coffee cups and cutlery. Chill drinks in advance, fill pitchers and thermos flasks, and place serving utensils out before the first break.

Frequently asked questions

How far in advance should I organise a work-fit day?: Set the date and reserve the venue at least 6 to 8 weeks ahead if workshops and external facilitators are involved. Send invitations once the programme, route and registration method are ready.
What should I ask participants before a work-fit day?: Collect registrations, dietary requirements and any information needed for the workshops at least 2 weeks before the event. Update the participant list again 2 to 3 days before the day itself.
How early should I arrive to set up a work-fit day?: Allow at least 2 hours before participants arrive. This gives you time to arrange tables and chairs, clear the movement area, connect and test technical equipment, prepare materials and set up reception.
How do I prepare the room for a posture workshop?: Create a clear movement area before placing all furniture and keep mats, resistance bands, soft balls, cones and the stopwatch together. Check the space at least 30 minutes before the workshop starts so late room changes do not interrupt the programme.