3 November 2026
How to organise a wellbeing day at your company: the complete checklist
Written by Mireia Jurado
A well-planned wellbeing day is one of the initiatives with the best effort-to-impact ratio that HR can run: visible, inclusive and with an immediate effect on team atmosphere. A badly planned one is an empty room and a wasted budget. The difference is in the preparation. This is the checklist we use with our clients.
1. Define the goal (at least two weeks before)
Postural health? A thank-you after a tough quarter? Improving team spirit? The goal determines the activities. A common mistake is scheduling «wellbeing stuff» with no purpose: employees see it as decoration.
2. Choose a few good activities
Two activities done well beat five mediocre ones. The combinations that work best: chair massage (the most requested activity and the one employees appreciate most) plus a group activity (guided stretching, a stress management workshop, a short talk on posture). If budget allows, add something sensory and screen-free, such as an aromatherapy workshop. And if you are looking for something more complete for a leadership team or a group that needs to reconnect, the next step is a wellness retreat away from the office.
3. Sort out the logistics
For chair massage, a quiet space of 2 × 2 metres per chair is enough; a small meeting room works. Calculate real capacity: one therapist sees about 40 people in an 8-hour day with 10-minute sessions, or about 26 with 15-minute sessions. If you want to cover the whole team, plan the number of therapists accordingly; partial coverage creates resentment that undermines the initiative.
4. Communicate early, with advance booking
Announce the day at least a week ahead, explain the why (not just the what) and open bookings with an online calendar where everyone picks their slot. Advance booking is critical: it turns curiosity into commitment, avoids queues and gives you participation data from day one.
5. Take care of the details on the day
Clear signage, soft music in the massage area, water available, and someone from HR acting as host for the first hour. The first participants are your ambassadors: if they come out happy, word of mouth fills the remaining slots.
6. Measure and share the results
Participation rate, a quick satisfaction survey (two questions are enough: a score from 1 to 10 and «would you do it again?») and photos for internal communication. With that data you can decide whether to turn the initiative into a recurring programme, which is where wellbeing goes from a one-off gesture to a competitive advantage.
The most common mistake
Doing it once and never again. The first wellbeing day creates excitement; consistency creates results. A one-off initiative is remembered as a nice gesture; a monthly or quarterly date becomes part of company culture, and that is when employees see it as a real commitment to their wellbeing. Our advice: use the positive response on the first day to announce the next date before it ends.
Frequently asked questions
- How far in advance should I plan it?
- Ideally 2–3 weeks: one week to choose activities and book suppliers, and at least another to tell the team and open bookings.
- How much does a wellbeing day cost?
- It depends on the activities and the size of the team. As a reference, office chair massage starts at €240 for 3 hours (about 15 people with 10-minute sessions).
- What space do I need?
- For chair massage, a quiet area of about 2 × 2 metres per chair. A small meeting room is enough.
- Can it be done at an event instead of the office?
- Yes. At conferences, trade fairs and company events we set up massage stations with 5–7 minute express sessions, so more people can take part.
Shall we plan your wellbeing day together? We take care of the chair massage, the activities and the booking system.
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