What to buy for a health fair

A health fair needs more than tables and leaflets. You need a clear registration point, practical equipment for screenings, supplies for workshops and enough power to keep laptops, tablets and microphones running. Plan quantities from your expected visitor count and the number of exhibitors, rather than buying one set for the whole event. The list below covers the items to arrange, buy or bring, while these tips highlight the details that are most often missed.

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What to bring

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

Furniture

Trade fair tablesqty 20
Folding chairsqty 100
Registration desk
Bar stoolsqty 8
Party tentsqty 2
Display wallsqty 12
Clothes racksqty 4
Tableclothsqty 25

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20
Thermos flasksqty 8
Milk jugsqty 8
Sugar bowlsqty 8

Equipment

Blood pressure monitorsqty 6
Bathroom scalesqty 4
Measuring tapesqty 6
Speakersqty 2
Wireless microphonesqty 2
Laptopsqty 3
Tabletsqty 4
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 12
Flip chartsqty 3
Pen holdersqty 12
Document camera
Projection screen
Projector

Decorations

Trade show bannersqty 6
Buntingqty 8
Table décorqty 20
Plantsqty 12
Name badge holdersqty 30
Directional signsqty 20
Wristbandsqty 180
Registration board
Program boardsqty 4
Information boardsqty 8

Lighting

LED lampsqty 12
String lightsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Serving traysqty 10
Serving spoonsqty 8
Pliersqty 6
Cutting boardsqty 4
Knivesqty 6
Water jugsqty 12
Ice cube traysqty 6
Serving traysqty 12
Bread knivesqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Microfiber clothsqty 30
Sanitizer pumpsqty 12
Hand soap dispensersqty 6
Waste binsqty 12
Toilet brushesqty 4
Rubber glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Hot chocolate - 2 packs
- Granulated sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Lemonade - 10 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Tomato juice - 4 liters
- Ginger drink - 6 bottles
- Lemons - 3 kilos
- Cucumbers - 12 pieces
- Fresh mint - 8 bunches
- Apples - 8 kilos
- Bananas - 6 kilos
- Pears - 5 kilo
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell pepper strips - 3 kilos
- Celery - 2 kilo
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 8 packs
- Wholegrain crackers - 10 packs
- Hummus - 12 tubs
- Dairy spread - 8 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Sliced cheese - 4 kilos
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Avocados - 20 pieces
- Lettuce - 12 heads
- Arugula - 10 bags
- Tomatoes - 5 kilos
- Cucumbers - 20 pieces
- Red onions - 2 kilos
- Corn - 12 cans
- Chickpeas - 12 cans
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Yogurt dressing - 4 bottles
- Honey mustard sauce - 3 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 kilo
- Black pepper - 3 mills
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Walnuts - 2 kilos
- Almonds - 2 kilos
- Unsalted trail mix - 3 kilos
- Muesli bars - 180 pieces
- Rice cakes - 12 packs
- Popcorn - 8 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Gluten-free crackers - 6 packs
- Vegan cookies - 8 packs
- Gluten-free cookies - 6 packs
- Lactose-free yogurt - 8 liters
- Vegan spreadable cheese - 6 tubs
- Gluten-free wraps - 4 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Compostable bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 12 packs
- Hand soap - 8 bottles
- Hand sanitizer gel - 12 bottles
- Paper towels - 12 packs
- Nitrile gloves - 6 boxes
- Bandages - 4 boxes
- Disposable tissues - 12 boxes

Tips

Allow one trade fair table and two chairs per exhibitor, then add at least one spare table and two spare chairs for registration, materials and last-minute changes.
Prepare one blood pressure monitor, bathroom scale and measuring tape for each active screening station. If several stations run at once, do not assume equipment can be shared between them.
Count reusable cups, coffee cups, plates, cutlery sets and small bowls for your busiest serving period, plus at least 10% extra. Pack thermos flasks separately so hot drinks can be replenished without stopping the programme.
Check every laptop, tablet, payment terminal, speaker and wireless microphone before loading. Bring one extension cord and one power strip for each equipment area, with charging cables matched to every device.
Print name badges, visitor lists and route signs at least two days before the fair. Keep spare blank badges, pens and a clearly labelled set of exhibitor information at the registration desk.

Frequently asked questions

How many tables and chairs do I need for a health fair?: Plan one table and two chairs per exhibitor or information stand. Add one registration desk, two to four extra chairs for waiting visitors and at least one spare table for materials or changes on the day.
How much health screening equipment should I buy?: Use one blood pressure monitor, bathroom scale and measuring tape per screening station. For two stations running simultaneously, prepare two of each item rather than moving equipment between visitors.
How many cups and plates do I need for a health fair?: Estimate the number of people served during the busiest hour and prepare at least 10% extra cups, plates and cutlery. For example, 100 expected servings means at least 110 sets, with additional coffee cups if hot drinks are served separately.
When should I prepare the health fair shopping list?: Finalise quantities at least two weeks before the event, once exhibitor numbers, workshops and dietary requirements are known. Check deliveries and collect printed materials no later than two days before opening.

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