Health fair shopping list

A health fair needs more than tables and leaflets. You will need a clear registration point, equipment for screenings and demonstrations, reliable power, serving supplies, and materials that help visitors find their way around. Plan quantities around your expected attendance, exhibitor numbers and workshop schedule. Order printed materials and catering early, and check borrowed equipment before the event rather than on the morning itself. This list supports the full setup, from exhibitor booths to refreshments and visitor information.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 80
Beer tablesqty 4
Registration desk
High tablesqty 6
Clothes racksqty 2
Storage boxesqty 12

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Blood pressure monitorsqty 4
Scalesqty 2
Measuring tapesqty 4
Projector
Projection screen
Kettlesqty 3

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Flower arrangementsqty 8
Tableclothsqty 14
Poster holdersqty 12
Directional signsqty 12
Welcome sign
Program postersqty 8
Name badgesqty 100

Communication

Flyersqty 500
Program leafletsqty 250
Information leafletsqty 400
Pensqty 30
Clipboard foldersqty 6
Notepadsqty 30

Workshops

Yoga matsqty 20
Resistance bandsqty 20
Hand sanitizer pumpsqty 10
Anatomy postersqty 6
Mannequin

Safety

First aid kitsqty 2
Warning signsqty 4
Cable matsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 30
Soap dispensersqty 6

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 4 boxes
- Green tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 3 kilogram
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Multivitamin drink - 6 liter
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 6 liters
- Ice cubes - 12 bags
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 8 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Turkey breast - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Avocados - 20 pieces
- Cucumbers - 20 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Carrots - 4 kilograms
- Arugula - 12 bags
- Lettuce - 10 heads
- Cherry tomatoes - 4 kilograms
- Chickpeas - 12 cans
- Corn - 8 cans
- Olives - 6 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Whole grain crackers - 12 packs
- Rice cakes - 10 packs
- Unsalted nuts - 4 kilograms
- Raisins - 2 kilograms
- Oat bars - 120 pieces
- Dried fruit - 3 kilograms
- Apples - 120 pieces
- Pears - 80 pieces
- Bananas - 80 pieces
- Grapes - 12 kilograms
- Oranges - 60 pieces
- Strawberries - 8 kilograms
- Blueberries - 4 kilograms
- Plain yogurt - 12 liter
- Plant-based yogurt - 8 liters
- Granola - 5 kilogram
- Honey - 2 jars
- Whole wheat flour - 3 kilogram
- Eggs - 60 pieces
- Baking powder - 2 boxes
- Cinnamon - 2 jars
- Vanilla extract - 2 bottles
- Sunflower oil - 2 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Vegetable chips - 6 bags
- Popcorn - 6 bags
- Rice crackers - 8 packs
- Gluten-free crackers - 6 packs
- Gluten-free bread - 4 loaves
- Vegan toppings - 6 tubs
- Allergen labels - 2 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 12 packs
- Hand soap - 8 bottles
- Hand sanitizer gel - 12 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 boxes
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls

Tips

Plan one registration desk, laptop and printer for every 150–200 expected visitors, and keep name badges and info packs within easy reach. Bring a printed registration list as a backup if the laptop or printer fails.
Allow one table and two chairs per exhibitor booth, then add at least two spare tables and four spare chairs for late changes, shared displays or workshop materials.
For demonstrations and screenings, check every blood pressure monitor, scale and measuring tape at least 24 hours beforehand. Pack spare batteries or power supplies where the equipment requires them.
Provide one extension cord and one power strip for each active equipment area, with two extra sets available. Test the sound system, wireless microphones, speakers, projector and projection screen in the actual room before doors open.
For refreshments, count one glass or coffee cup per guest plus 10% extra, and plan roughly two servings per person for a short event. Keep kettles, thermos flasks, plates, cutlery and serving utensils together so volunteers do not have to search during breaks.

Frequently asked questions

What equipment do I need for a health fair?: For a typical health fair, prepare registration equipment, blood pressure monitors, scales, measuring tapes and workshop equipment. Allow at least one working laptop and printer for registration, plus a tested sound system and projector if sessions include presentations.
How many tables and chairs do I need for a health fair?: Start with one table and two chairs for each exhibitor or partner booth. Add two to three spare tables and four to six spare chairs for registration, refreshments, storage and last-minute layout changes.
How much catering should I order for a health fair?: For a short event, plan about two servings per person, with 10% extra for volunteers, exhibitors and unexpected visitors. Confirm dietary requirements at least 7 days before ordering so the caterer can prepare suitable options.
When should I order printed materials for a health fair?: Order flyers, route signs, name badges and info packs at least 10–14 days before the event. Keep a small digital or printable backup set in case exhibitor details or the programme change after printing.

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