Health fair planning checklist

A health fair needs more than exhibitors and information tables. You also have to coordinate screenings, workshops, speakers, registrations, volunteers, power, and visitor flow. Start by securing the venue and checking permits, then build the programme and confirm participating organizations. In the final week, test every presentation, prepare name badges and registration materials, and check that screening equipment and electrical supplies are ready for the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the venue and hall
Check permits
Reach out to participating organizations
2 people
Record exhibitors
2 people
Compile program
2 people
Plan workshops and lectures
2 people
Confirm speakers
Create a registration form
Send invitations
2 people
Distribute promotional materials
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Confirm supplier agreements
Create a floor plan of the hall
2 people
Assign pitch locations
2 people
Determine the route and signage
Prepare the registration desk
2 people
Print participant information
2 people
Prepare name badges
2 people
Collect workshop materials
2 people
Check screening materials
2 people
Test presentations
2 people
Check power outlets
2 people
Order catering
Do the shopping
3 people
Check groceries
2 people
Chill drinks
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Set up booth walls
3 people
Set up the registration desk
2 people
Set up health booths
6 people
Set up workshop space
3 people
Screen off screening rooms
2 people
Connect presentation equipment
2 people
Set out information materials
4 people
Set up the coffee and tea station
2 people
Set out buffet and fruit
3 people

Event

Hand out name badges
2 people
Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
Direct visitors to booths
2 people
Supervise blood pressure measurements
3 people
Hand out health questionnaires
2 people
Lead the workshops
3 people
Announce the lectures
Support presentations
2 people
Serve coffee and tea
2 people
Serve healthy snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Replenish informational materials
2 people
Answer visitor questions
2 people
See off the last visitors
2 people

Aftercare

Gather screening materials
3 people
Pack information materials
3 people
Turn off presentation equipment
2 people
Dismantle stand materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Pack leftover food
2 people
Clean the room
4 people
Dispose of waste
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Handle lost and found
Send visitor information follow-up
Collect reimbursements

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 6
Counter table
Folding chairsqty 10
Partitionsqty 4
Waste binsqty 8
Coat racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable power banksqty 4
Coolersqty 4
Blood pressure monitorsqty 4
Bathroom scalesqty 2
Measuring tapesqty 4
Thermometersqty 3
Stopwatchesqty 3
Bluetooth presenterqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving plattersqty 8
Serving tongsqty 6
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Cooling matsqty 8
Kettlesqty 3
Coffee machinesqty 2
Teaspoonsqty 40

Decorations

Tableclothsqty 18
Plantsqty 10
Information boardsqty 12
Directional signsqty 12
Name card holdersqty 30

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Hand sanitizer pumpsqty 8
Glovesqty 6

Catering

Groceries

Tips

Reserve the venue and check permits before inviting exhibitors. Allow at least 8–12 weeks for a public health fair so organizations, speakers, and suppliers have time to confirm.
Set a firm registration deadline 7–10 days before the event. Use the final attendee list to prepare badges, participant information, dietary requirements, seating, and catering quantities.
Build the floor plan around visitor flow, not just available tables. Keep the registration desk at the entrance, leave clear routes between stands, and place workshops where sound will not disturb screenings.
Test presentations, the projector, microphone, speaker, laptop, power outlets, extension cords, and power strips at least one day before opening. Bring rechargeable power banks for devices used at registration or remote stands.
Assign volunteers to specific shifts and duties, including registration, room guidance, workshop support, and screening assistance. A practical starting point is one registration volunteer per 50 expected visitors during the busiest arrival period.

Frequently asked questions

How far in advance should I organize a health fair?: Start planning 8–12 weeks before the event. That gives you time to reserve the venue, check permits, recruit organizations and speakers, promote registration, order catering, and confirm equipment.
How many volunteers do I need for a health fair?: Plan for at least one registration volunteer per 50 expected visitors during peak arrival, plus separate people for room guidance, workshops, and screening support. Add one coordinator for every major programme area.
When should I send health fair invitations?: Send the first invitations 4–6 weeks before the health fair, with a clear registration deadline 7–10 days before the event. Send a reminder about one week before opening and share final practical information with registered participants.
What equipment is needed for a health fair screening area?: Prepare the screening equipment required for your programme, such as blood pressure monitors, bathroom scales, measuring tapes, thermometers, and stopwatches. Check every item 1–2 days beforehand and provide tables, chairs, privacy partitions, power access, and waste bins where needed.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.