Health fair shopping list

Use this shopping list to prepare the physical setup for a health fair with exhibitors, information booths and visitor activities. Plan supplies for the coffee and tea station, food service, booth tables, technology and wayfinding. Buy shelf-stable groceries first, then add fresh food shortly before the event. Check power, charging and serving equipment before exhibitors arrive so missing items can still be replaced.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blauw - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Fruit squash - 2 bottles
- Whole wheat bread - 12 loaves
- Whole wheat bread rolls - 120 pieces
- Gluten-free sandwiches - 12 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Turkey breast - 3 kilos
- Smoked chicken breast - 2 kilo
- Egg salad - 5 containers
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Arugula - 6 bags
- Avocados - 12 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Pears - 5 kilo
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Strawberries - 3 kilos
- Blueberries - 2 kilos
- Unsalted nuts - 2 kilos
- Raisins - 1 kilo
- Oat bars - 8 boxes
- Wholegrain crackers - 8 packs
- Rice cakes - 8 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Unsalted popcorn - 3 bags
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 can
- Salt - 1 tin
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Liquid hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes

Tips

Plan around two to three drinks per visitor for the first hour, then about one drink per person per additional hour. Include coffee, tea and water, and keep extra supplies for exhibitors and volunteers.
For a four-hour health fair, allow at least one reusable cup or glass per expected visitor if washing facilities are unavailable. Add 10% extra cups, plates and cutlery for replacements and late arrivals.
Buy fresh groceries one day before the event and keep chilled items in coolers until serving. Shelf-stable coffee, tea and packaged foods can be bought several days earlier.
Prepare one power kit for every active technology area: an extension cord, power strip and charging cables. Bring power banks for tablets and phones, and test the sound system, microphones and projector before opening.
Pack each booth's materials separately and label the boxes by exhibitor or pitch location. Keep a printed contact list, spare name badges, information leaflets and signage together at the registration point.

Frequently asked questions

What food and drinks do I need for a health fair?: For each visitor, plan roughly two to three drinks during the first hour and one more per hour after that. Provide coffee, tea and water, plus 10% extra cups and serving supplies for volunteers, exhibitors and replacements.
How much reusable tableware should I buy for a health fair?: Have at least one cup or glass, plate and cutlery set per expected visitor if you cannot wash items during the event. For 100 visitors, that means at least 100 of each item, preferably 110 to cover breakage and unexpected demand.
When should I buy food for a health fair?: Buy non-perishable groceries several days in advance and purchase fresh groceries one day before the event. Move chilled food into coolers shortly before serving and do not leave it unrefrigerated for the full program.
What equipment is easy to forget for a health fair?: Check extension cords, power strips, charging cables and power banks at least one day before the fair. Also test the projector, screen, sound system and wireless microphones before exhibitors arrive, rather than on opening morning.

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