What to buy for a health fair

A health fair needs more than exhibitor tables and chairs. Visitors also need a clear registration point, drinks, coffee service, tableware and visible presentation equipment. Buy or bring supplies based on your expected attendance, then add a small buffer for late registrations and spills. This checklist focuses on the practical items that are easy to overlook, especially power equipment, microphone batteries, serving ware and waste bins.

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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
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Unsweetened iced tea - 12 liters
- Cola Zero - 6 liters
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 3 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Coffee cream - 4 tubs
- Granulated sugar - 2 kilograms
- Honey - 2 jars
- Lemons - 3 kilogram
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Cucumbers - 4 kilogram
- Carrots - 5 kilograms
- Peppers - 3 kilograms
- Cherry tomatoes - 4 kilograms
- Celery - 2 kilograms
- Whole grain wraps - 120 pieces
- Whole wheat bread - 12 loaves
- Wholegrain crackers - 12 packs
- Plain hummus - 6 kilograms
- Hummus paprika - 4 kilograms
- Plain cream cheese - 3 kilogram
- Avocados - 30 pieces
- Feta - 2 kilograms
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Mild cheese - 3 kilograms
- Vegan cheese - 2 kilograms
- Lettuce - 12 heads
- Arugula - 12 bags
- Red onions - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Olives - 2 kilograms
- Pumpkin seeds - 1 kilogram
- Sunflower seeds - 1 kilogram
- Walnuts - 1 kilogram
- Almonds - 1 kilogram
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Rice cakes - 10 packs
- Muesli bars - 150 pieces
- Dried apricots - 2 kilograms
- Raisins - 2 kilograms
- Gluten-free crackers - 6 packs
- Gluten-free wraps - 30 pieces
- Vegan yogurt - 4 kilograms
- Plain yogurt - 4 kilograms
- Granola - 3 kilograms
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Lemon juice - 2 bottles
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Paper napkins - 1000 pieces
- Paper cups - 500 pieces
- Stirrers - 500 pieces
- Wooden skewers - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Compostable trash bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Sponges - 12 pieces

Tips

Plan one registration desk with a laptop, printed visitor list and name badges, plus at least 10% extra badges for walk-ins. Keep pens and spare paper at the desk so registration does not stop when the first stack runs out.
For drinks, allow two to three servings per visitor for the first three hours, then add extra water for speakers and exhibitors. Use coolers and carafes so cold drinks and water remain available away from the catering area.
For coffee service, provide one coffee cup per expected serving and keep at least 10% extra cups, glasses and plates available. Kettles and coffee machines often need separate power strips, so check the outlet plan before shopping.
Match presentation equipment to the programme: a projector, projection screen, laptops, wireless microphones, microphone stands, speakers and mixer may all be needed. Buy spare handheld microphone batteries at least one day before the fair, not during setup.
Count serving spoons, serving platters and cutlery sets separately from plates and glasses; catering deliveries often cover food but not the items needed to serve it. Place waste bins near registration, catering and the exhibitor tables before doors open.

Frequently asked questions

What should I buy for a health fair?: Plan for registration supplies, name badges, drinks, coffee service, tableware, waste bins and presentation equipment. For every 50 visitors, start with 55 sets of cups, glasses, plates and cutlery to cover staff, exhibitors and replacements.
How many drinks do I need for a health fair?: Allow two to three drinks per visitor for the first three hours, with additional water for speakers and exhibitors. For 100 visitors, that means roughly 200 to 300 servings before adding a small reserve.
How much tableware do I need for a health fair?: Prepare one cup, glass, plate and cutlery set per expected catering serving, then add at least 10% extra. A fair expecting 80 visitors should therefore have supplies for about 88 people.
When should I buy health fair supplies?: Buy print materials, name badges and non-perishable serving supplies at least one week beforehand. Check laptops, microphones, projector equipment, power strips and spare batteries no later than the day before setup.

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