Health fair shopping list
A health fair needs more than tables and leaflets. You will need a clear registration point, equipment for screenings, supplies for exhibitors and workshops, and enough serving items for the catering area. Plan quantities from your expected visitor count, then add a small buffer for busy periods. Check power access early: laptops, tablets, microphones, speakers, a projector and charging stations can quickly require more extension cords and power strips than expected.
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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Oat milk - 8 liters
- Semi-skimmed milk - 6 liters
- Sugar - 2 packs
- Honey - 2 jars
- Spa Blauw - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Unsweetened iced tea - 6 liters
- Lemons - 20 pieces
- Cucumbers - 12 pieces
- Apples - 60 pieces
- Bananas - 50 pieces
- Pears - 40 pieces
- Mandarins - 50 pieces
- Grapes - 8 kilos
- Strawberries - 5 kilo
- Carrots - 5 kilos
- Bell peppers - 30 pieces
- Cherry tomatoes - 5 kilo
- Celery - 6 bunches
- Hummus - 10 tubs
- Whole wheat wraps - 80 pieces
- Whole wheat bread - 12 loaves
- Wholegrain crackers - 8 packs
- Low-fat cream cheese - 3 kilo
- Young cheese - 3 kilos
- Cottage cheese - 2 kilo
- Smoked chicken breast - 3 kilos
- Falafel - 3 kilos
- Boiled eggs - 60 pcs
- Avocados - 20 pieces
- Lettuce - 12 heads
- Arugula - 1 kilo
- Spinach - 1 kilo
- Red onions - 2 kilos
- Corn - 12 cans
- Chickpeas - 12 cans
- Kidney beans - 8 cans
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Plain yogurt - 8 kilo
- Muesli - 4 kilos
- Oatmeal - 3 kilo
- Unsalted nut mix - 3 kilo
- Pumpkin seeds - 1 kilo
- Sunflower seeds - 1 kilo
- Raisins - 1 kilo
- Whole grain muesli bars - 100 pieces
- Dried apricots - 1 kilo
- Cinnamon - 2 jars
- Cumin - 1 jar
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Mayonnaise - 2 bottles
- Yogurt dressing - 3 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Gluten-free crackers - 4 packs
- Gluten-free bread - 4 loaves
- Vegan spreads - 8 tubs
- Lactose-free yogurt - 4 liter
- Allergen labels - 2 rolls
- Napkins - 1000 pieces
- Paper towels - 8 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Disinfectant wipes - 8 packs
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Nitrile gloves - 10 boxes
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Wound disinfectant - 4 bottles
- Cold compresses - 12 pieces
- Paracetamol - 2 boxes
Tips
- Plan one registration desk, two devices for checking visitors in, and at least one charging station if registration runs for more than two hours. Keep printed registration materials available in case the Wi-Fi or a device fails.
- For screening stations, count one blood pressure monitor and one digital scale per active station. Add measuring tapes and stopwatches where demonstrations or timed activities are part of the programme.
- Allow one table and two chairs for each exhibitor unless an organisation has confirmed different requirements. Keep a few spare chairs and at least one stool available for visitors who cannot stand comfortably.
- For presentations and workshops, test the projector, projection screen, wireless microphones and speakers together at least one day before the fair. Bring enough extension cords and power strips to reach every planned station without creating trip hazards.
- Buy or prepare serving supplies from the catering headcount, then add roughly 10 percent for unexpected visitors. Count reusable cups, coffee cups, plates, bowls, cutlery sets, serving trays and water jugs separately rather than assuming one item can cover every food station.
Frequently asked questions
- What equipment do I need for a health fair?
- For a basic health fair, plan registration devices, blood pressure monitors, a digital scale, measuring tapes, stopwatches and presentation equipment. Match the number of screening devices to the number of stations, with one set per active station.
- How many tables and chairs do I need for a health fair?
- Start with one table and two chairs per exhibitor, then add a registration desk, workshop seating and a small reserve. For example, 12 exhibitors need about 12 tables and 24 chairs before adding visitor seating.
- How much catering and tableware should I buy for a health fair?
- Use your confirmed attendance as the base quantity and add about 10 percent. Count cups, coffee cups, plates, bowls and cutlery separately; for a 100-person event, prepare supplies for roughly 110 people.
- When should I order health fair supplies?
- Order custom or hard-to-replace items at least 3 to 4 weeks before the event. Confirm borrowed equipment, power access and missing supplies no later than 7 days before setup, then test all presentation equipment the day before.
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