Health fair checklist: what to arrange and when

A health fair involves more than booking a room and inviting exhibitors. You need a workable program, confirmed organizations, booth locations, visitor registration, permits, volunteers, signage, and refreshments. Start with the date and venue, then build the exhibitor list and publish the program before promoting the event. In the final week, check equipment, print materials, sort supplies by booth, and confirm who is responsible for each task.

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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

Set the date and program
2 people
Reserve venue and rooms
Reach out to participating organizations
2 people
Register exhibitors
2 people
Create a market map
2 people
Assign pitch locations
2 people
Check permits and notifications
Send invitations
2 people
Post social media updates
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Publish the program online
Send instructions to exhibitors
Recruit volunteers
2 people
Assign volunteers
2 people
Print contact list
Prepare name badges
2 people
Print information leaflets
2 people
Create route and signage
2 people
Check the shopping list
2 people
Buy non-perishable groceries
2 people
Buy fresh groceries
2 people
Sort materials by booth
3 people
Prepare the coffee and tea station
2 people
Fill coolers
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
5 people
Build party tents
4 people
Set up standing tables per organization
4 people
Place information signs
3 people
Hang up decorations
3 people
Set up signage
2 people
Test sound system
2 people
Set up the health activities
4 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Set out sandwiches and fruit
3 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Carry out the final safety check
2 people
Welcome visitors
3 people
Register visitors
2 people
Explain the program
2 people
Oversee health measurements
4 people
Lead the workshops
4 people
Lead movement activities
3 people
Supervise children's activities
3 people
Serve coffee and tea
2 people
Serve sandwiches and fruit
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Restock Supplies
2 people
Check photo permission
Handle announcements
See off the last visitors
3 people

Aftercare

Have exhibitors take down their stands
4 people
Dismantle furniture
5 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste separately
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftovers refrigerated
2 people
Clear away unused groceries
2 people
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Clothes racksqty 2

Equipment

Sound system
Wireless microphonesqty 2
Laptopsqty 2
Tabletsqty 4
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 10
Power banksqty 4
Projector
Projection screen
Coolersqty 4
Handheld megaphonesqty 2

Tableware

Reusable cupsqty 180
Reusable platesqty 180
Cutlery setsqty 180
Coffee cupsqty 100
Tea glassesqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 3
Ice packsqty 20

Decorations

Bannersqty 6
Buntingqty 10
Table signsqty 18
Name badgesqty 100
Badge holdersqty 100
Balloonsqty 80
Balloon pumpqty 2
Directional signsqty 12
Chalkboardsqty 8

Printed materials

Program leafletsqty 250
Health brochuresqty 500
Floor plansqty 250
Evaluation formsqty 150
Registration formsqty 200
Pensqty 100

Sports equipment

Yoga matsqty 20
Resistance bandsqty 20
Soft ballsqty 12
Conesqty 20
Skipping ropesqty 12
Pedometersqty 20

Cleaning

Waste binsqty 12
Hand broomsqty 4
Broomsqty 4
Mopsqty 4
Bucketsqty 4
Washing-up tubsqty 4

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6
Cable matsqty 10

Catering

Groceries

Tips

Set the date, program, venue, and room layout first. Reserve enough space for market stalls, tables, chairs, high tables, and clear visitor routes before assigning exhibitor pitches.
Contact participating organizations early and give exhibitors a firm deadline for registration details. Send booth instructions after locations are assigned, including arrival information, equipment needs, and the published program.
Check permits and required notifications before sending invitations or distributing posters. Treat this as an early planning task, because approval issues can affect the date, room use, signage, or outdoor party tents.
Plan visitor flow as carefully as the program. Create a market map, print a route with signs, prepare name badges and information leaflets, and keep a printed contact list for volunteers and exhibitors.
Do the final supply check during the last week, not on the morning itself. Test the sound system, wireless microphones, laptops, tablets, projector, extension cords, power strips, and charging cables, then prepare the coffee and tea station with cups, pots, thermos flasks, and serving items.

Frequently asked questions

How far in advance should I organize a health fair?: Start planning at least 8 to 12 weeks before the event. Use the first 2 weeks to set the date, reserve the venue, check permits, and contact participating organizations; leave the final 7 days for printing, supply checks, and volunteer confirmation.
When should exhibitors register for a health fair?: Set the exhibitor registration deadline about 4 to 6 weeks before the event. That gives you time to create the market map, assign pitch locations, send instructions, publish the program, and prepare badges and booth materials.
How many volunteers do I need for a health fair?: Plan at least 1 volunteer for every 25 to 40 expected visitors, with extra coverage for registration, directions, exhibitor support, and refreshments. Assign roles at least 2 weeks ahead and give each volunteer a contact list and arrival time.
When should I publish the health fair program?: Publish the first complete program 2 to 3 weeks before the event, after exhibitor locations and session times are confirmed. Send a final update 2 to 3 days beforehand if rooms, timings, or route information have changed.

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.