What to Buy for a Health Fair
A health fair needs more than information stands and speakers. You will need a clear registration point, practical furniture for exhibitors, equipment for presentations, and enough serving supplies for drinks and snacks. Plan quantities around your expected attendance, then add a small buffer for late registrations and replacement items. Check power access early, because coffee machines, kettles, projectors, and microphones may compete for the same outlets.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 14
- Beer tablesqty 4
- Chairsqty 80
- Registration desk
- High tablesqty 6
- Clothes racksqty 2
- Tableclothsqty 16
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 100
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Serving tongsqty 8
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Laptopsqty 2
- Projectorsqty 2
- Projection screensqty 2
- Wireless microphonesqty 2
- Speakersqty 2
- Battery chargersqty 4
- Flip chartsqty 3
- Flipchart markersqty 12
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Cool bowlsqty 8
- Water jugsqty 8
- Thermos flasksqty 6
- Serving spoonsqty 8
- Dishpanqty 2
Decorations
- Balloonsqty 100
- Buntingqty 8
- Plantsqty 12
- Table signsqty 14
- Directional signsqty 10
- Chalkboardsqty 6
Sports equipment
- Yoga matsqty 20
- Exercise ballsqty 10
- Resistance bandsqty 20
- Pedometersqty 10
- Measuring tapesqty 4
- Bathroom scalesqty 2
- Blood pressure monitorsqty 4
- Thermometersqty 3
- Hand sanitizer stationsqty 6
Cleaning
- Waste binsqty 8
- Dustpan and brushqty 3
- Broomsqty 3
- Mopsqty 3
- Bucketsqty 3
- Microfiber clothsqty 20
- Hand soap dispensersqty 4
- Toilet brushesqty 2
- Paper towel dispensersqty 3
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 bottles
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Celery - 2 kilo
- Grapes - 4 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Oranges - 5 kilos
- Strawberries - 3 kilos
- Unsalted nuts - 2 kilos
- Raisins - 1 kilo
- Whole grain crackers - 10 packs
- Whole grain bread - 8 loaves
- Whole wheat wraps - 6 packs
- Plain hummus - 12 containers
- Plain cream cheese - 6 tubs
- Slices of young cheese - 3 kilos
- Turkey breast - 2 kilos
- Avocados - 20 pieces
- Lettuce - 10 heads
- Peanut butter - 3 jars
- Honey - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Plain yogurt - 6 kilo
- Muesli - 3 kilos
- Chia seeds - 500 grams
- Cinnamon - 2 jars
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paper napkins - 500 pieces
- Wooden stirrers - 300 pieces
- Bamboo skewers - 300 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs
Tips
- Plan one registration desk and at least one chair for every volunteer working there. Keep name badges, participant lists, pens, and printed information within arm’s reach rather than in a separate room.
- For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Bring extra reusable cups and coffee cups so queues do not stop when used items need washing.
- Give each exhibitor enough table space for handouts and demonstrations. As a working rule, allow one foldable table per small stand and add a clothes rack only where exhibitors need to display garments or equipment.
- Test every presentation setup at least 24 hours before opening. Match each projector and screen with the correct laptop connection, and check that wireless microphones, speakers, extension cords, and power strips reach the planned positions.
- Prepare food service with separate serving platters, tongs, cutting boards, and chef’s knives. Confirm dietary requirements before ordering catering, and label suitable snacks before guests arrive.
Frequently asked questions
- What do I need to buy for a health fair?
- Plan furniture for registration and exhibitor stands, presentation equipment, serving supplies, kitchen tools, drinks, snacks, printed information, badges, and route signs. For a small event, start with one registration desk, one table per exhibitor, and one chair for each volunteer and presenter who needs to sit.
- How many drinks should I buy for a health fair?
- Allow two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Add around 10% extra for late arrivals, spilled drinks, and presenters or exhibitors who stay throughout the event.
- How much table space does each health fair exhibitor need?
- Use one foldable table for a compact information stand and allow more space for demonstrations or equipment. Confirm each exhibitor’s requirements at least 7 days before the fair so the floor plan and furniture order can be adjusted.
- When should I prepare the health fair shopping list?
- Make the first list at least 2 weeks before the event, when exhibitor numbers and the program are clearer. Recheck quantities 2 to 3 days beforehand, then chill drinks and prepare snacks on the day of the fair.
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