How to organise a health fair from start to finish

A health fair works best when visitors can register quickly, find the right exhibitors and move between talks, advice points and demonstrations without confusion. Start by securing the venue and checking permits, then build the programme around confirmed health partners and exhibitors. Once the layout and schedule are stable, handle invitations, registrations, volunteers, catering and printed information. The final checks are practical: test microphones and projectors, label routes, chill drinks and prepare the registration desk before doors open.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Check permits
3
Contact health partners
2 people
4
Record exhibitors
2 people
5
Compile program
2 people
6
Create floor plan
7
Design invitations
8
Send invitations
2 people
9
Distribute promotional posters
3 people
10
Post the online announcement
11
Process registrations
2 people
12
Collect dietary requirements
13
Inform exhibitors
14
Recruit volunteers
2 people
15
Assign volunteers
16
Confirm presenters
17
Order catering
18
Check materials
2 people
19
Print information materials
2 people
20
Print participant list
21
Make name badges
2 people
22
Prepare route signs
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Portion the catering
2 people
27
Open venue
2 people
28
Receive deliveries
2 people
29
Set up tents
4 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Number the stand tables
2 people
33
Welcome exhibitors
3 people
34
Set up health booths
6 people
35
Set up the presentation area
3 people
36
Test sound equipment
2 people
37
Set up information table
2 people
38
Set up registration desk
2 people
39
Put up route signs
2 people
40
Set out coffee and tea
2 people
41
Display snacks
2 people
42
Conduct a safety check
2 people

Event

43
Open registration
3 people
44
Welcome visitors
3 people
45
Explain the program
46
Staff health booths
8 people
47
Lead the workshops
3 people
48
Announce presentations
49
Facilitate presentations
2 people
50
Serve coffee and tea
2 people
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Guide visitor flow
2 people
56
Announce the final presentation
57
Wave goodbye to visitors
3 people
58
Have exhibitors take down their stands
3 people

Aftercare

59
Collect materials
4 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Take down tents
4 people
63
Clean the venue
4 people
64
Dispose of waste
2 people
65
Collect lost and found items
66
Lock up the venue
2 people
67
Return rental items
2 people
68
Store remaining supplies
2 people
69
Archive photos and files
70
Send thank-you message

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

Tips

Secure the venue and permits before inviting exhibitors. The floor plan depends on the available space, power points and whether you need tents, tables, chairs or a separate registration desk.
Confirm exhibitors and presenters before publishing the programme. Keep a written contact list and send the final schedule, arrival time, table position and equipment requirements at least 7 days before the fair.
Use registration data to plan the day rather than guessing attendance. Print the participant list and name badges shortly before the event, and collect dietary requirements early enough to adjust catering.
Assign volunteers to specific jobs, not just general help. Cover registration, route signs, exhibitor support and room changes, with at least one person available to solve problems throughout the programme.
Test every technical setup before visitors arrive. Check laptops, projectors, screens, wireless microphones, speakers, extension cords and power strips in their actual positions, then charge spare devices and battery chargers.

Frequently asked questions

How far in advance should I organise a health fair?: Start venue and permit checks at least 8 to 12 weeks before the event. Aim to confirm health partners, exhibitors and presenters around 6 weeks ahead, so invitations and promotion use a reliable programme.
How do I plan the layout for a health fair?: Draw the floor plan after you know the venue, exhibitor count and programme spaces. Leave a clear route from the registration desk to the tables and talks, and mark power points, seating, presentation equipment and refreshment areas at least 2 weeks before the event.
What should volunteers do at a health fair?: Give each volunteer one defined responsibility, such as registration, exhibitor support, wayfinding or room changes. Brief them 30 to 45 minutes before opening and provide the participant list, programme and an emergency contact.
When should I prepare food and drinks for a health fair?: Order catering after registration numbers and dietary requirements are known, usually 7 to 10 days before the event. Chill drinks on the day, prepare snacks close to serving time, and set out coffee, water and reusable cups before the first visitors arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.