How to Plan a Corporate Wellness Day: A Step-by-Step Guide for HR Teams

A corporate wellness day can be one of the most appreciated things a company does for its staff — or a half-empty room with a lonely massage chair. The difference is almost always in the planning. Here's the process we see work best for Cape Town offices.

Step 1: Decide what the day is for

Be clear about the purpose, because it shapes everything else:

• A thank-you after a project, audit or busy season.
• A regular benefit — for example a monthly or quarterly wellness morning.
• Part of an event such as a conference, team-building day or year-end function.
• Linked to an awareness day or month that matters to your team.

Step 2: Choose the date and format

Avoid days when key teams are on deadline. Mid-week, mid-morning or early afternoon tends to suit most offices. Decide whether treatments will be offered in one long block or in two shorter sessions so shift workers and part-timers can join.

You'll need a quiet space — a meeting room, boardroom or corner of the office — with a plug point nearby. For seated massage we bring portable massage chairs, so you don't need to supply equipment.

Step 3: Pick the treatments

Offer two or three options so there's something for everyone:

• Seated head, neck and shoulder massage — the most popular choice, done fully clothed.
• Hand, foot or head massage — good for staff who prefer a lighter touch.
• Brow wax and tint or threading — quick grooming treatments.
• Mini manicures and pedicures — a treat that lasts beyond the day.

Our corporate treatments run between 5 and 15 minutes, so staff can step away from their desks without disrupting the working day. See the full list on our corporate wellness page.

Step 4: Work out therapist numbers

This is simple arithmetic. Divide the time available by the treatment length to see how many people one therapist can treat:

Allow a little extra for changeovers. We'll confirm the exact number of therapists in your quote — the number of staff participating is what determines how many we send.

Step 5: Set the budget

Corporate wellness is usually charged per therapist per hour, so your budget is driven by the number of therapists and the hours booked. Keep in mind:

• business-hours and after-hours rates differ;
• a call-out fee applies (from R250 for corporate bookings with us);
• a 50% deposit secures the date.

Ask for a written quote with two options — for example a shorter session with more therapists versus a longer session with fewer — so you can compare.

Step 6: Run a sign-up sheet

A booking sheet is the single best way to avoid queues and empty slots. Share a simple spreadsheet or calendar with time slots a week ahead. Ask staff to note any injuries or allergies privately, and remind them the day before. Leave a few unassigned slots for people who decide on the day.

Step 7: On the day

• Have one contact person meet the therapists and show them the space.
• Put up a printed schedule at the door so people know when to come.
• Provide water and, if you like, a small snack table.
• Take a few photos (with permission) for your internal newsletter.

Step 8: Follow up

Send a two-question survey afterwards: did staff enjoy it, and what would they like next time? That feedback makes the next wellness day easier to justify and plan. Many teams then move to a regular schedule.

Planning something for the end of the year? Our year-end function ideas shows how pampering fits into a festive event.