A Day in the Life: Corporate Wellness Event-Planning

My job description is a mix of two worlds at Wellness Corporate Solutions; I’m part Wellness Coach, part Program Manager (PM). Going into this split-position meant a lot of learning on-the-job! With my client, the PM world involves  event-planning and health/wellness consulting. My goals may never have seen “event planner” inserted under my skillset, but voila – it has arrived!

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This particular event is one of our biggest of the year – the annual Wellness Expo – and was themed for Breast Cancer Awareness (see: pink). We spent about three months planning – reserving rooms, booking vendors, ordering swag, roping in the facilities team, writing and disseminating communications, tweaking flyers and logos, etc. This is nothing if not a TEAM effort.

How does this play out from the planning side?
Come join us…

Monday: See above! With materials donated from the National Breast Cancer Foundation, Larabar and various businesses who were unable to attend so instead contributed coupons/discount cards, we stuffed 600 bags.

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Boxes are checked, last-minute changes are being made and we’re gearing up for the Expo eve.

Tuesday: All vendors agreements are in, contact information is being condensed into one-pagers and we’re making sure everything will be set for our stations and volunteers. We run-through the layout as tables are being set up, and work with facilities to get everything in place.

It’s time to clear out the conference-turned-storage room that we reserved for the week so that it’s ready for the Volunteer Breakfast + Vendor Refreshments in the morning!

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My life-support-clipboard contains the following: Vendors’ contact information + table-number, vendor floor plan, volunteers’ assignments and contact information, parking  & loading directions (for those calls that will come in), the day’s agenda and special requests.

Wednesday: Event Day!

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The planning team (all four of us) were onsite by 7:30 am, volunteers came in around 8:30 and vendors start arriving at 9:30. From there, it’s non-stop action! We had 60 tables, 55 vendors, food samples (special shout-out: Popchips!), giveaways and raffles, fitness demos, massage, acupuncture, pink manicures, a special screening (see: Say Yes to the Dress: Atlanta host!), a blood drive and flu shots.

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By the time 3pm rolled around we had probably walked miles around that first floor expo! I like to visit the vendors at least once per hour to check in on how things are going, if they need anything, make sure they took a lunch break, and they know where the bathrooms are, etc.

Before you know it, the day is over and we’re taking pink linens off of tables and boxing up leftover (?!) Georgetown cupcakes.

Before my brain can process that we’re done, my feet are propped up and it’s time to relax.

All in a day’s (week’s, month’s…) work, as a Corporate Wellness Dietitian.

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16 Comments

Filed under Dietitians, good days, health, on the job

16 responses to “A Day in the Life: Corporate Wellness Event-Planning

  1. What a great event! I am a dietetic student who is looking at possible dietetic jobs and what you do sounds so exciting! Thank you for all that you do!

  2. Oh wow, it’s neat to get a glimpse into what goes on behind the scenes to pull off an event like that. Sounds like a pretty fun (while exhausting, I’m sure) task. Congratulations!! Sounds/looks like a great success. Mmm Popchips. 🙂

  3. That sounds like such an awesome event!!! Congrats! 🙂

  4. Your job sounds wonderful – and the event seems to have been a success. I love the cupcakes – super cute!

  5. Congrats on a successful event!

  6. “By the time 3pm rolled around we had probably walked miles around that first floor expo!” You would know the exact amount if you were wearing a fitbit! Even a regular pedometer would do in this case too. Everything looks great-I think my favorite is the pink plants. I’m sort of glad my “event-planning” intern day was much mellow. Miss you! -Lisa

    • Heather C

      Ah, should’ve seen that one coming! 😉 Kat did have hers on, though! She clocked in ~11,000 steps volunteering, so I’m assuming we (event-planners) were probably closer to around 15,000. CRAZY.

  7. job well done indeed! i have been there. Lots of behind the sences work. but you have a great team!

  8. Sounds like so much fun! It’s so great how varied nutrition related careers can be. I’m envious

  9. There is no greater reward than seeing your event go off this well! Been following you on the social channels, so proud of you. Looks like hard work but amazing work!

    Dream job, seriously!

  10. Hey, my friend went to your health fair (I won’t say where she works, because you didn’t but I’m pretty sure it’s the same event, given your backdrop). She was telling me about it on our run–I think that means you did a great job!

  11. The event looks awesome and I kind of want your job…do they need nurses?? 🙂

  12. Pingback: Days in the Life: Traveling & Biometric Screenings | Dietitian on the Run

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