Health fair checklist: what to arrange and when

A health fair brings together exhibitors, speakers, workshops, registration, catering, and practical visitor information in one schedule. Start by confirming the venue and date, then build the program and contact exhibitors before opening registration. In the final week, check dietary requirements, print visitor materials, test the projector and microphones, and assign volunteers. On the day, allow time to set up tables, chairs, signage, registration, refreshments, and presentation equipment before visitors arrive.

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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 location and date
Plan the room layout
2 people
Contact exhibitors
2 people
Confirm speakers
2 people
Compile program
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Send exhibitor information
Book catering
Order print materials
Assign volunteers
2 people
Check workshop materials
2 people
Test the equipment
2 people
Publish directions
Print visitor list
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare materials
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Welcome exhibitors
2 people
Guide exhibitors to their stands
2 people
Hang up signage
2 people
Set up registration desk
2 people
Set up the stage and screen
3 people
Test microphones and presentation
2 people
Set up coffee station
2 people
Set out healthy snacks
2 people
Brief volunteers
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Replenish informational materials
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Lead breathing workshop
2 people
Lead Healthy Eating Workshop
2 people
Guide the sleep and recovery lecture
2 people
Set up tasting
2 people
Serve the tasting
3 people
Announce evening program
Moderate the panel discussion
3 people
Collect Visitor Questions
Announce the final rounds
Guide visitors to the exit
2 people
Check out exhibitors
2 people

Aftercare

Collect tableware
3 people
Separate waste
3 people
Clear tables and chairs
4 people
Dismantle booth walls
4 people
Switch off the equipment
2 people
Clean the kitchen
3 people
Clean the rooms
4 people
Collect lost and found items
Check leftovers
2 people
Return materials
2 people
Distribute leftover food
2 people
Send participant email
Share photos with permission

What to bring

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

Furniture

Trade fair tablesqty 18
Foldable tablesqty 8
Chairsqty 180
Bar stoolsqty 12
Registration desk
Presentation tableqty 2
Waste binsqty 8
Clothes racksqty 2
Tableclothsqty 26

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 12
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Handheld microphone batteriesqty 12

Tableware

Drinking glassesqty 220
Coffee cupsqty 120
Platesqty 120
Platesqty 220
Cutlery setsqty 220
Serving spoonsqty 12
Serving plattersqty 16
Carafesqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 16

Decorations

Roll-up bannersqty 6
Theme postersqty 20
Plantsqty 12
Decorative clothsqty 8
Name badge holdersqty 80
Directional signsqty 14

Lighting

LED construction lightsqty 8
Atmosphere lightsqty 12

Sports equipment

Yoga matsqty 30
Resistance bandsqty 30
Fitness ballsqty 10
Conesqty 12

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the room layout before exhibitors receive their information. Mark positions for trade fair tables, the registration desk, presentation area, seating, waste bins, and clear routes between them.
Set a firm deadline for exhibitors and speakers to send their details. Use the final program to prepare name badges, visitor information, directions, and any workshop materials without last-minute changes.
Close registration early enough to print the visitor list and prepare badges. Keep dietary requirements with the catering order rather than collecting them informally at the entrance.
Test the full presentation setup at least one day before the fair: laptop, projector, screen, mixer, speakers, wireless microphones, stands, extension cords, and spare microphone batteries.
Assign volunteers to specific time blocks and jobs, including opening the venue, registration, exhibitor support, refreshments, room changes, and closing. Chill drinks and place coffee equipment, cups, glasses, plates, cutlery, and serving utensils before doors open.

Frequently asked questions

How early should I start planning a health fair?: Start at least 8 to 12 weeks before the event. Confirm the location and date first, then allow time to recruit exhibitors and speakers, publish registration, arrange catering, and order printed materials.
When should exhibitors receive health fair information?: Send exhibitor information no later than 2 to 3 weeks before the fair. Include arrival and setup times, table assignments, room directions, equipment rules, and the deadline for final descriptions or program details.
How many volunteers do I need for a health fair?: Plan for at least 1 volunteer per 25 to 40 expected visitors, with a minimum of 3 people for a small fair. Cover registration, exhibitor support, refreshments, room changes, and troubleshooting in separate shifts.
When should I test the health fair equipment?: Test the projector, screen, laptops, microphones, speakers, mixer, power strips, and extension cords at least 24 hours before opening. Repeat a quick sound and presentation check after setup on the event day.

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.