4 Keys for Smooth Corporate Chair Massage Event Scheduling - 2 people at computer scheduling an appointment

4 Keys for Smooth Corporate Chair Massage Event Scheduling

Amelia Wilcox
June 18, 2018
October 9, 2022

When booking a chair massage event for your team, scheduling the individual sessions correctly is critical.

If employees miss out on massages due to poor massage event scheduling, it can leave them frustrated and have a negative impact on morale.

For example, if you are paying to have 5 massage therapists to provide exactly 100 fifteen minute massages for your office, you need to know exactly how those massages are scheduled so your money is well-spent and the event is effective.

This How-To guide will help you schedule things perfectly so your employees will feel happy and appreciated, and you won't have to worry.

Some of the common questions on scheduling massage events include:

  • Do the massage therapists need breaks between each seated massage?
  • Can corporate massage events run for 8 hours straight?
  • Should we use a sign-up sheet for the massages?
  • How do other companies set up their chair massage events?

Chair Massage Event Scheduling

1. Do I need to schedule a break between each chair massage?

Nope. Unlike the spa where you have sheets and oils, wiping down and sanitizing a massage chair only takes about 15-30 seconds between each client. You can schedule your massage sessions back-to-back and not miss out on any paid massage time.

Check out our post on the duration of massage sessions for events for more info on what session lengths are ideal for your event.

2. Do I need to schedule a lunch break for the massage therapists?

That depends on what company you're working with. At Nivati, scheduled breaks for the massage therapists depend on the length of the event. Here's what our policy looks like, just to give you a good idea:    

Shift Length

0-3.5 hours or less No break No meal break

3.5-6 hours 15-minute paid break No meal break

6-7.5 hours 15-minute paid break 30-minute unpaid meal break

7.5-8 hours plus (2) 15-minute paid breaks 30-minute unpaid meal break

10 hours plus (2) 15-minute paid breaks (2) 30-minute unpaid meal breaks

Your scheduled event will be extended the length of the break so you still get your full appointment time.

At an event with many therapists, those lunch breaks should be staggered to allow your employees the most varied access to massage times to accommodate their busy schedules.

3. What's the best way to schedule the onsite massages?

It depends on the type of event. Just like massage durations vary depending on the type of event, so do massage event scheduling methods.

Here are a few of the most common options:

Option 1: Electronic Sign-Up Prior to the Event Massages

This is the best option, and it's one Nivati provides for all our massage event clients. We create a customized massage schedule, based on the specific details of your event.

We'll send you a link to your schedule and from there, you're free to schedule massages for your team or send them the link so they can schedule their own. Here's a preview of how it all works:  

On the day of your massage event, your employees will receive reminder emails and texts an hour before their appointments.

This is a great way to ensure that your employees are actually showing up for their scheduled massages.

Related: Massage Event Scheduling Software: What You Need to Know

Option 2: Creating an Office Spreadsheet

Create a Google Sheet with your massage times. You can just send out the link to everyone and let them sign themselves up. It's a live doc and always in real time, so you can keep an eye on where you're at on scheduling and if you'll need to schedule more hours prior to the event.

It's also awesome because you can send the link to your massage therapists as well so they can have a copy of the schedule on their smart phones.

Option 3: First Come, First Serve Seated Massages

This massage event scheduling option is perfect for any event where you want to get a lot of people into massage chairs as quickly as possible--trade shows, conventions, and health fairs are perfect examples. Just let people walk up and wait in a short line if needed.

Option 4: Paper Sign-Up Sheet at the Massage Event

This option works well for any of the above situations where there is a high amount of traffic and you want to let people sign up rather than standing around, waiting in line.  Instead of putting times on the sign-up sheets, just let people put their names next to a number. That way they can wander around within earshot and you, or the massage therapist can just call out their name when it's their turn.

Option 5: Paper Sign-Up Sheet Prior to the Event Massages

Many companies choose this option if they have a smaller office and don't mind passing a sign-up sheet around. It's a nice way to organize the appointments and keep track of whose turn it is.

But this option is definitely a pain for any company with more than 30 employees. (And you risk losing everything if the paper goes missing!)

Related: Office Massage Appointment Sign-Up Options: Paper vs. Digital

4. Is there anyone who can help us manage the massages at our event?

This depends on the company or people you are using to provide massages at your event. Most of the big massage companies will offer to provide a coordinator onsite for an additional fee.

Some organizations have a "lead therapist" who can be the lead for chair massage flow during your event. And some massage companies, like us, provide a coordinator for no additional fee for events over a certain size. Not sure? Just ask your provider and see what they have to offer you.

Editor's Note: This article was originally published in May 2015. It has been modified to reflect completeness and accuracy.


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Amelia Wilcox
Amelia Wilcox
Amelia Wilcox is the Founder and CEO of Nivati, a leader in corporate massage and employee mental health support since 2010. Her high-growth B2B company provides employee stress management tools that arm businesses with actionable data and positive employee experiences to improve wellbeing, boost morale, and increase engagement. Amelia has exponentially grown her company from a solo living-room service business to an international technology brand.