How to book chair massage for your workplace in BC

Booking chair massage for a workplace takes a few decisions before the first message to a therapist. You need a headcount, a date, a room, and a budget. This guide walks through each one in order.

This guide does not give health advice. It covers planning and booking only.

What chair massage is

Chair massage is a short session on a portable chair. The person sits, leans forward, and rests on padded supports. Massage List lists it as the “chair and workplace” session type. For a longer description of all eight session types, read types of massage sessions in British Columbia explained.

A therapist can set up in an office, a meeting room, a warehouse break room, or a conference hall. That is why employers and event organizers book it.

Decide who the session is for

Start with the group. A staff appreciation day, a wellness week, a client event, and a conference booth each need a different plan.

Write down three numbers:

• How many people could take part
• How many hours the event can run
• How long each person’s turn will last

Not everyone will sign up. Ask the therapist how many slots they can offer, then compare that number to your headcount.

Work out the schedule

Slot length and hours set the count. A therapist who works four hours with 15-minute turns can offer up to 16 turns if there are no gaps. Most therapists build in short breaks and a few minutes between people. Ask for the real number of turns before you promise a spot to anyone.

If the number of turns is lower than your headcount, you have three choices. Book a second therapist. Shorten each turn. Run the event over two days.

Two therapists working side by side double the turns. They also need twice the floor space.

Pick the space

Choose a room that is quiet and private enough that staff feel comfortable. A busy hallway or open desk area makes it harder for people to take part.

Ask the therapist what they need. Common questions include:

• How much floor space does the chair need?
• Is a waiting area close by?
• Does the therapist need a table for supplies?
• Is there a loading area or an elevator for the equipment?

Plan a spot for the sign-up sheet and a place for people to wait. A chair near the door works well for that.

Find a therapist

Start with your region. BC has six tourism regions: Vancouver Island, Vancouver Coast and Mountains, Thompson Okanagan, Kootenay Rockies, Cariboo Chilcotin Coast, and Northern BC. Massage List sorts therapists by session type and by these regions. Look under the chair and workplace type for your region.

If your site is far from a city, ask the therapist whether travel time is part of the price. Some therapists charge for it. Some do not. Get the answer in writing.

Check each therapist’s registration

Get the full name of every therapist who will come. Then search each name on the public register kept by the College of Complementary Health Professionals of BC. A company name does not cover individual therapists, so each person needs their own check. The steps are in how to check a massage therapist’s registration in BC.

Massage List does not verify registration. The register is the source.

Questions to ask before you book

Send these questions in one message. Keep the replies together for your records.

• What is the price? Is it per hour, per person, or per event?
• Is there a minimum booking length?
• Is travel time billed?
• What does the therapist bring? Chair, sanitizer, face cradle covers, a sign-up sheet?
• What will staff need to wear or remove? Chair massage is often done clothed. Ask to confirm.
• Does the therapist use oil, lotion, or scent? Some workplaces have scent rules.
• Does the therapist carry liability insurance? Can they send proof? Some buildings ask for a certificate before a vendor comes in.
• What is the cancellation policy for you and for the therapist?
• Will the invoice show the therapist’s name and registration details?

Some employers ask for an invoice made out to the company. Ask for the format you need before the day.

Plan the sign-up

Use a sign-up sheet or an online form with times listed. Put the therapist’s turn length on the sheet so people know what they are booking. Add a line that says taking part is optional.

Let staff tell the therapist about anything they want avoided before their turn starts. Make clear that this is between the staff member and the therapist. The employer does not need to see it.

Hold a few turns open on the day. People who were away at sign-up may want a spot, and others may cancel.

Prepare for the day

Send the therapist a short note a few days before. Include the street address, the entrance to use, the parking or loading plan, the room name, and the name and cell number of a contact person on site.

Ask when the therapist plans to arrive. Setup takes time, so leave room before the first turn.

Tell building staff or security that a therapist is coming. Arrange a place to leave coats and bags.

Confirmation checklist

Before the day, check that you have these in writing:

1. Date, start time, and end time
2. Number of therapists and number of turns
3. Turn length
4. Total price and what it covers
5. Travel charges, if any
6. Cancellation terms
7. Proof of liability insurance, if your building asks for it
8. Full names of every therapist, checked on the College register
9. Room, access, and contact details

If a session is not what you want for the group, a different type may fit better. Read what to expect at your first massage appointment in BC to see how a standard clinic visit differs from a workplace turn.