Health fair planning checklist

A health fair brings exhibitors, presenters, visitors, volunteers, food, and equipment together on one schedule. Start with the venue, permits, health partners, and exhibitor list before promoting the event. Then build the program and floor plan, open registrations, and confirm practical details such as dietary requirements, signage, name badges, power, and presentation equipment. This checklist helps you see what needs to happen first and what is easy to leave until the final week.

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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 venue
Check permits
Contact health partners
2 people
Record exhibitors
2 people
Compile program
2 people
Create floor plan
Design invitations
Send invitations
2 people
Distribute promotional posters
3 people
Post the online announcement
Process registrations
2 people
Collect dietary requirements
Inform exhibitors
Recruit volunteers
2 people
Assign volunteers
Confirm presenters
Order catering
Check materials
2 people
Print information materials
2 people
Print participant list
Make name badges
2 people
Prepare route signs
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Portion the catering
2 people
Open venue
2 people
Receive deliveries
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
3 people
Number the stand tables
2 people
Welcome exhibitors
3 people
Set up health booths
6 people
Set up the presentation area
3 people
Test sound equipment
2 people
Set up information table
2 people
Set up registration desk
2 people
Put up route signs
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Conduct a safety check
2 people

Event

Open registration
3 people
Welcome visitors
3 people
Explain the program
Staff health booths
8 people
Lead the workshops
3 people
Announce presentations
Facilitate presentations
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Guide visitor flow
2 people
Announce the final presentation
Wave goodbye to visitors
3 people
Have exhibitors take down their stands
3 people

Aftercare

Collect materials
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the venue
4 people
Dispose of waste
2 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Store remaining supplies
2 people
Archive photos and files
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 14
Beer tablesqty 4
Chairsqty 80
Registration desk
High tablesqty 6
Clothes racksqty 2
Tableclothsqty 16

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 2
Speakersqty 2
Battery chargersqty 4
Flip chartsqty 3
Flipchart markersqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Cool bowlsqty 8
Water jugsqty 8
Thermos flasksqty 6
Serving spoonsqty 8
Dishpanqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Plantsqty 12
Table signsqty 14
Directional signsqty 10
Chalkboardsqty 6

Sports equipment

Yoga matsqty 20
Exercise ballsqty 10
Resistance bandsqty 20
Pedometersqty 10
Measuring tapesqty 4
Bathroom scalesqty 2
Blood pressure monitorsqty 4
Thermometersqty 3
Hand sanitizer stationsqty 6

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4
Toilet brushesqty 2
Paper towel dispensersqty 3

Catering

Groceries

Tips

Reserve the venue and check permits before sending invitations or posters. Allow at least 6–8 weeks for approvals, especially if you need party tents, extra tables, or outdoor space.
Set a registration deadline about 7 days before the health fair. Use the final list to print badges, prepare the participant list, collect dietary requirements, and order the right amount of catering.
Create the floor plan before assigning volunteers. Mark the registration desk, exhibitor tables, presentation area, refreshment point, clear walkways, and the locations of extension cords and power strips.
Confirm presenters and exhibitors 7 days before the event, then send them the final program, arrival time, table allocation, and equipment information. Check laptops, projectors, screens, microphones, speakers, chargers, and cables before event day.
Prepare food, drinks, route signs, information materials, and name badges on the day before. Chill drinks overnight, keep coffee equipment together, and place reusable cups, plates, cutlery, serving tongs, and water jugs where volunteers can find them quickly.

Frequently asked questions

How far in advance should I start planning a health fair?: Start at least 6–8 weeks before the event. That gives you time to reserve the venue, check permits, contact health partners, recruit exhibitors and volunteers, and promote the registration link.
When should health fair invitations be sent?: Send the first invitations 4–6 weeks before the health fair, after the venue and basic program are confirmed. Send a reminder 7 days before registration closes so you can finalize attendance numbers and dietary requirements.
How many volunteers do I need for a health fair?: Plan at least 1 volunteer for registration and 1 for general support for every 50 visitors expected, plus one person responsible for presenter and exhibitor coordination. Add extra coverage during the first 30 minutes and at busy presentation changes.
What should I prepare the day before a health fair?: Prepare badges, printed information, the participant list, route signs, table materials, presentation equipment, and volunteer instructions the day before. Chill drinks and assemble snack supplies then, leaving only final food preparation and room setup for 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.