Bringing outside instructors into your senior community: a checklist

Bringing in outside instructors is one of the best ways to refresh an activity calendar. A good yoga teacher, a working artist or a patient tech tutor can give residents something staff alone cannot. But every new person on site is a decision, and the questions are mostly the same whatever the activity.

This checklist is meant for activity directors, life enrichment coordinators and program staff at senior living communities, 55+ communities and senior centers. It is neutral: use it for any instructor or vendor, including us.

Before you call anyone

Get clear on what you need first, so you can compare instructors on the same terms.

• The goal. Is this a one-time event, a four-week series or an ongoing weekly class?
• The group. Roughly how many residents, and what range of ability? A chair yoga class for a memory support neighborhood is a very different job from a class for active 55+ residents.
• The budget. Per session, per series or per resident. Know who is paying: your budget, residents directly or a resident council fund.
• The space. Which room, what time, and what is already in it.
• Your community's own rules. Many communities have policies for outside vendors. Ask your administrator what is required before you start.

Vetting the instructor

These questions apply to almost anyone who will be on site with residents.

- Background check. Has the instructor had one, who ran it and how recently? Ask whether your community also needs to run its own. - References. Ask for one or two other communities or programs they have taught at, and call them. Ask specifically how the instructor handled residents who struggled. - Experience with older adults. Teaching a room of 30 year olds is different. Ask how they adapt pace, volume and instructions. - Credentials that fit the activity. Some fields have real, checkable certifications. For example: - Music therapists hold the MT-BC credential from the Certification Board for Music Therapists, which you can look up. Someone who teaches piano is not doing music therapy, and that is fine, but the two should not be confused. - Therapy dog teams are usually registered with a national organization such as Pet Partners or the Alliance of Therapy Dogs. Ask which one, and ask when the team was last evaluated. - Personal trainers often hold a certification from a group such as ACE, NASM or ACSM. Ask whether they have specific training in working with older adults. - Yoga teachers may be registered with Yoga Alliance, though that is voluntary. Experience teaching chair or gentle yoga matters more for most groups. - Liability coverage. Ask whether the instructor or their business carries their own liability coverage, and whether your community requires a certificate before they start. Your administrator will know the standard. - Health and safety boundaries. An activity instructor should know what is outside their lane. Ask what they do if a resident feels unwell during a class.

Scheduling questions

Most instructor relationships that fall apart do so over scheduling, not quality.

• Reliability. How often do they cancel, and how much notice do they give?
• Substitutes. If they are sick, is there a backup, or does the class simply not happen?
• Arrival time. Will they arrive early to set up, and do they need staff help?
• Length. For many groups, 45 minutes to an hour is the sweet spot. Longer sessions need a break.
• Fit with your calendar. Avoid placing a new class against a popular existing program, meals or the busiest visiting hours.
• Series vs. drop in. Skills like mahjong, bridge or an instrument need continuity. A four-week commitment from both sides often works better than open drop-in.

Space and setup

Walk the room with the instructor, or send photos, before the first session.

• Seating. Chairs with arms for anything that involves standing up. Clear paths for walkers.
• Light. Art, cards and tile games need good overhead or table light.
• Sound. Is there a microphone for larger groups? A room with hard floors and high ceilings can make a voice impossible to follow.
• Outlets and tech. Music, video and tech classes need power and sometimes Wi-Fi access.
• Supplies. Who brings what? Art supplies, yoga mats, game sets and resistance bands add up. Get it in writing.
• Cleanup. Who resets the room, and how long does it take?
• Animals. For therapy dog visits, check allergies and residents who are afraid of dogs, and choose a room where people can opt in.

Payment questions to ask any vendor

Be direct about money up front. It saves awkward conversations later.

• How is pricing set? Per hour, per session, per resident or a flat series rate?
• What is included? Supplies, travel and setup time, or are those extra?
• Travel fees. Instructors who come from farther away sometimes add a travel charge. Ask.
• Cancellation terms. What happens if you cancel, and how much notice do you need to give? What happens if they cancel?
• Minimums. Is there a minimum number of residents or sessions?
• How you pay. Invoice, card or check, and when payment is due.
• Paperwork. Does your community need a W-9, a signed vendor agreement or other forms before the first payment?

After the first session

Do a short review after the first class and again after a month.

• Ask residents. A few quick questions at the end of a session, in person, get more honest answers than a survey.
• Watch attendance. A steady or growing group says more than compliments.
• Ask the instructor. What would they change about the room, the time or the group size?
• Keep notes. Even a one-page file per instructor helps the next person in your role.

Where Home Happenings fits

Home Happenings is a marketplace of local pros in Essex County, NJ, who teach activities like music, art, yoga, personal training, gardening, board and card games, cooking, tech help and personal storytelling. Every pro is background checked and vetted by our team, and profiles show credentials, reviews and the towns they serve. Credentials are self-reported unless marked verified, so it is still worth asking the questions above.

If you would like to bring one of our pros in for a group class, you can tell us about your community on the senior communities page. You can also browse in-home activities to see who teaches near you, or read how Home Happenings works first.