Health fair planning checklist

A health fair needs more than exhibitors and information tables. You also need a clear program, reliable registration process, suitable measuring equipment, and enough volunteers to keep visitors moving. Start by confirming the date, venue, permits, and participating organizations, then build the program and floor plan before ordering supplies. Use this checklist to keep exhibitor communication, promotion, catering, signage, and event-day setup on schedule.

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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

Confirm date and location
2 people
Check permits
2 people
Reach out to participating organizations
2 people
Record exhibitors
2 people
Compile program
2 people
Confirm speakers
2 people
Schedule workshops
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
Collect dietary requirements
Send exhibitor information
Create floor plan
2 people
Assign table numbers
Make reservations
Order catering
2 people
Inventory materials
2 people
Order missing supplies
Schedule volunteers
2 people
Create volunteer instructions
Prepare route and signage
2 people
Print informational materials
2 people
Make name badges
Collect presentations
Test the equipment
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people

Event

Check deliveries
2 people
Inspect the site
2 people
Set up tables and chairs
5 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Set up information stands
8 people
Set up checkpoints
4 people
Set up workshop rooms
4 people
Connect the technical equipment
2 people
Set up signage
3 people
Set up registration desk
2 people
Set out coffee and tea
3 people
Display snacks
3 people
Brief volunteers
2 people
Staff registration
2 people
Welcome visitors
4 people
Announce the program
Lead the workshops
6 people
Oversee health measurements
6 people
Replenish informational materials
3 people
Answer visitor questions
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
3 people
Collect waste
2 people
Check toilets
2 people
Lead presentations
3 people
Take photos
Inform last visitors
3 people
Check out exhibitors
3 people
Switch off equipment
2 people

Aftercare

Take down tables and chairs
5 people
Sort materials
3 people
Wash dishes
3 people
Dispose of waste
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Store leftovers
2 people
Distribute unused groceries
2 people
Archive photos and files

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 6
Registration desk
Stoolsqty 12
Waste binsqty 10
Parasol basesqty 4

Equipment

Laptopsqty 3
Tabletsqty 4
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Digital scaleqty 2
Blood pressure monitorsqty 4
Measuring tapesqty 4
Stopwatchesqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Cutlery setsqty 100
Serving traysqty 12
Small bowlsqty 20
Water jugsqty 10

Decorations

Banner flagsqty 4
Welcome sign
Information boardsqty 8
Poster framesqty 12
Tableclothsqty 20
Plantsqty 12
Chalkboardsqty 6
Name card holdersqty 30

Communication

Directional arrowsqty 12
Program boardsqty 4
Walkie-talkiesqty 6
Badge holdersqty 40
Clipboardsqty 10
Pensqty 60

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8

Safety

Fire extinguishersqty 3
Flashlightsqty 6
Bollardsqty 12
Barrier tapeqty 6
Floor markingsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4

Catering

Groceries

Tips

Confirm the venue and any permits before inviting exhibitors. Aim to have the date, location, access details, and permit requirements settled at least 8 weeks before the fair.
Build the program before publishing registration. Confirm speakers and workshops, then leave 15–30 minutes between sessions for movement, questions, and equipment changes.
Create the floor plan before assigning tables. Mark the registration desk, exhibitors, workshops, measuring stations, charging points, waste bins, and clear routes for visitors and equipment.
Give exhibitors one information pack at least 2 weeks before the event. Include arrival time, table number, setup instructions, program details, power access, and the deadline for dietary requirements.
Schedule volunteers in shifts rather than for the whole day. Plan at least 2 people for registration during busy arrival periods, plus separate coverage for directions, workshops, and health measurement stations.

Frequently asked questions

How far in advance should I organize a health fair?: Start planning at least 8–12 weeks before the event. Confirm the date, venue, permits, and participating organizations first, then allow time for the program, promotion, registrations, catering, and supply orders.
How many volunteers do I need for a health fair?: Plan for at least 1 volunteer per active station, 2 people at registration during peak arrival, and 1 floating coordinator. Add extra coverage if the fair includes several workshops or health measurement points.
When should I send health fair invitations?: Send the first invitations 4–6 weeks before the fair and follow up 1–2 weeks later. Close registration early enough to collect dietary requirements and prepare name badges, seating, catering, and visitor information.
What equipment should a health fair have?: Match equipment to the planned activities, including blood pressure monitors, digital scales, measuring tapes, stopwatches, laptops or tablets, and presentation equipment. Check quantities and power needs at least 1 week before setup, including extension cords, power strips, and charging stations.

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.