What to buy for a health fair

A health fair needs more than tables and brochures. You will need a clear registration point, practical equipment for screenings, presentation technology, workshop supplies and enough serving items for staff and visitors. Use the plan’s 66-item supply list as your buying checklist, then adjust quantities to your expected attendance and opening hours. Order printed materials and catering early, because both are easy to underestimate and difficult to replace at short notice.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 14
Chairsqty 80
Bar stoolsqty 6
Registration desk
Brochure racksqty 8
Bollardsqty 8
High tablesqty 6

Equipment

Laptopqty 2
Tabletsqty 3
Projector
Projection screen
Portable speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Blood pressure monitorsqty 4
Scalesqty 2
Measuring tapesqty 4
Thermometersqty 3
Yoga matsqty 25
Flip chartqty 2
Flipchart markersqty 12

Tableware

Reusable mugsqty 80
Reusable glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Serving plattersqty 10
Pitcherqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Water dispensersqty 2

Decorations

Tableclothsqty 14
Booth bannersqty 10
Name badgesqty 40
Clipboardsqty 12
Pensqty 40
Directional signsqty 12
Program leafletsqty 250
Information leafletsqty 500
Wristbandsqty 250
Tapeqty 6
Cable tiesqty 100
Tent weightsqty 12

Lighting

LED string lightsqty 6
LED work lightsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand broomsqty 4
Cleaning glovesqty 8
Hand sanitizer pumpsqty 10
Paper towel dispensersqty 4
Toilet brushesqty 2
First aid kitsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Tap water - 100 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Unsweetened iced tea - 6 liters
- Cola Zero - 4 bottles
- Sparkling water - 8 bottles
- Whole grain bread - 8 loaves
- Whole wheat wraps - 40 pieces
- Whole grain crackers - 6 packs
- Plain hummus - 2 kilos
- Hummus paprika - 1 kilo
- Cream cheese spread - 1 kilo
- Young cheese - 1,5 kilo
- Smoked chicken breast - 1 kilo
- Falafel - 2 kilos
- Avocados - 20 pieces
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Arugula - 8 bags
- Mixed salad - 2 kilos
- Spinach - 1 kilo
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Blueberries - 2 kilos
- Strawberries - 3 kilos
- Unsalted nuts - 2 kilos
- Raisins - 1 kilo
- Oat bars - 120 pieces
- Rice cakes - 8 packs
- Unsalted popcorn - 2 kilo
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Lemon juice - 1 bottle
- Herb mix - 3 jars
- Black pepper - 1 jar
- Salt - 1 pack
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 1 jar
- Plain yogurt - 5 kilo
- Muesli - 2 kilo
- Granola - 2 kilos
- Honey - 1 jar
- Lemon water flavoring - 2 bottles
- Ice cubes - 15 kilos
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Microfiber cloths - 20 pieces
- Nitrile gloves - 4 boxes
- Bandages - 3 boxes
- Alcohol swabs - 2 boxes
- Cotton swabs - 2 boxes
- Paper cups for measurements - 250 pieces
- Paper tissues - 20 packs

Tips

Set up one registration desk with a laptop or tablet, name badges, pens and printed programme information. For a busy entrance, plan one registration device per 50 to 75 expected visitors so queues stay manageable.
For screening areas, provide one blood pressure monitor and one scale per active station, plus measuring tapes and thermometers. Add at least one spare set if several organisations will test visitors at the same time.
Allow roughly one chair per seated visitor and one table per health stand; reserve extra chairs and tables at least 7 days before the fair. Add high tables or bar stools only where exhibitors need visitors to stand and talk briefly.
For workshops, match yoga mats to the maximum class size and prepare one flip chart with markers for each simultaneous session. Test the projector, screen, speakers, wireless microphone and extension cords at least 24 hours before opening.
Calculate reusable mugs, glasses, plates and cutlery for your peak serving period rather than the full day. A practical starting point is 1.5 sets per expected catering guest, with serving platters and a pitcher ready before food arrives.

Frequently asked questions

What equipment do I need for a health fair?: Plan for registration equipment, screening tools such as blood pressure monitors, scales, measuring tapes and thermometers, plus workshop and presentation equipment. For each active screening station, allow one working set and keep one spare set when several exhibitors operate at once.
How many tables and chairs do I need for a health fair?: Start with one table per health stand and one chair per seated visitor or staff member. Confirm the exhibitor layout at least 7 days before the event, then reserve 10 to 15% extra chairs and tables for late changes.
How early should I order health fair catering and printed materials?: Order catering as soon as registrations give you a reliable headcount, preferably at least 7 days before the fair. Send brochures, posters, badges and programme materials to print at least 10 working days ahead so corrections and delivery time are covered.
What should I prepare for health fair workshops?: Provide enough yoga mats for the largest class, one flip chart and a set of markers per simultaneous workshop, and test all presentation equipment 24 hours before opening. Keep extension cords and power strips available, but check cable routes before visitors arrive.

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