Health fair shopping list: what to buy and bring
A health fair needs more than tables and refreshments. You will need supplies for exhibitor stands, registration, workshops, presentations, health screenings, and clear visitor flow. Use this list to check quantities before ordering, especially for seating, power access, serving ware, and screening equipment. Confirm the expected visitor count first, then add around 10% extra for high-use items such as cups, name badges, printed information, and disposable serving supplies.
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
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sparkling water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sugar-Free Iced Tea - 4 bottles
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Pears - 3 kilos
- Mandarins - 3 kilo
- Lemons - 2 kilos
- Whole wheat bread - 10 loaves
- Whole wheat wraps - 6 packs
- Hummus - 2 kilos
- Cream cheese spread - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cheese - 2 kilos
- Turkey breast - 1 kilo
- Avocados - 12 pieces
- Lettuce - 8 heads
- Arugula - 6 bags
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Plain yogurt - 6 kilo
- Muesli - 3 kilos
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Oat bars - 120 pieces
- Wholegrain crackers - 8 packs
- Rice cakes - 8 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Herbs - 4 pots
- Salt - 1 pack
- Pepper - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Wooden stirrers - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant - 2 bottles
- Hand soap - 6 dispensers
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Paper towels - 12 rolls
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Disposable gloves - 6 boxes
- Alcohol swabs - 4 boxes
- Tissues - 12 boxes
- Pens - 50 pieces
- Pencils - 30 pieces
- Permanent markers - 12 pieces
- Tape - 6 rolls
- Printer paper - 5 packs
- Name stickers - 200 pieces
- Notebooks - 30 pieces
Tips
- Plan one registration position for every 100 expected visitors per hour. Give each position a laptop, printed participant information, name badges, pens, and access to a power outlet.
- Allow one exhibitor table and two chairs for each participating organization, then add at least 10% spare seating. Bring partitions or high tables only where the floor plan requires separate areas or standing conversations.
- Check every workshop and lecture room for power before the event. Pack at least one extension cord and one power strip per presentation area, plus a rechargeable power bank for the registration desk.
- For screening stations, prepare one blood pressure monitor, bathroom scale, measuring tape, thermometer, and stopwatch per active station. Add one spare set if several screenings run at the same time.
- Buy refreshments based on attendance and schedule: plan two drinks per person for the first hour, then one additional drink per person for each following hour. Match glasses, coffee cups, plates, knives, forks, spoons, and serving platters to the catering order, with 10% extra.
Frequently asked questions
- What do I need for a health fair registration desk?
- Prepare one laptop, participant information, name badges, pens, and a visible desk for each registration position. As a guide, use one position per 100 visitors expected in a single hour and check power access at least one day before the fair.
- How many tables and chairs do I need for a health fair?
- Start with one exhibitor table and two chairs per participating organization, then add 10% spare chairs for speakers, volunteers, and visitors. Count separate tables for registration, catering, workshops, and screening stations before placing the order.
- How much equipment is needed for health screenings?
- Provide one blood pressure monitor, bathroom scale, measuring tape, thermometer, and stopwatch for every screening station operating at the same time. Keep one complete spare set available if the fair has multiple stations or lasts more than four hours.
- How much food and drink should I buy for a health fair?
- For drinks, allow two per person during the first hour and one more per person for every additional hour. Order plates, cutlery, cups, glasses, and serving platters for the confirmed headcount plus at least 10% extra, and check dietary requirements before finalising catering.
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