How to organise a wellness fair without last-minute confusion

A wellness fair works best when exhibitors, workshops and visitor flow are planned as one programme. Start by confirming the date and venue, then secure exhibitors and workshop leaders before opening registration. Use registrations to estimate attendance, collect dietary requirements and finalise catering, drinks and room layouts. In the final week, send practical information, test the equipment and check that every table, sign and registration point is ready.

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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
Confirm date and location
2 people
2
Invite exhibitors
2 people
3
Send invitations
2 people
4
Publish registration form
5
Confirm workshop leaders
2 people
6
Compile program
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Maintain the exhibitor list
10
Draw the booth layout
2 people
11
Set up the workshop rooms
2 people
12
Book catering
13
Order drinks and groceries
14
Prepare printed materials
2 people
15
Make name badges
2 people
16
Design signage
17
Send parking information
18
Send exhibitor information
19
Test workshop equipment
2 people
20
Check stock
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare materials
3 people
24
Check the venue
2 people
25
Set up tables and chairs
4 people
26
Set up exhibitor booths
6 people
27
Set up workshop rooms
4 people
28
Hang up decorations
3 people
29
Set up signage
2 people
30
Set up registration desk
2 people
31
Put out program brochures
2 people
32
Set up the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Connect sound equipment
2 people
35
Prepare workshop materials
4 people
36
Check toilets

Event

37
Welcome exhibitors
3 people
38
Register visitors
3 people
39
Hand out name badges
2 people
40
Provide opening information
41
Direct visitors to booths
2 people
42
Lead the workshops
4 people
43
Serve coffee and tea
2 people
44
Serve healthy snacks
3 people
45
Refill drinks
2 people
46
Keep buffet clean
2 people
47
Empty trash bins
2 people
48
Check toilets periodically
49
Reset workshop rooms
2 people
50
Replenish tableware stock
51
Announce evening program
52
Answer visitor questions
2 people
53
Support exhibitors
2 people
54
Wrap up the final workshop
2 people
55
See visitors out
3 people
56
Have exhibitors dismantle their booths
4 people

Aftercare

57
Store leftovers safely
2 people
58
Dismantle tables and chairs
4 people
59
Remove decorations
3 people
60
Switch off equipment
2 people
61
Collect tableware
3 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Gather borrowed materials
2 people
66
Return materials
2 people
67
Store leftover groceries
2 people
68
Register lost and found items
69
Send thank-you message
70
Archive photos and documents

What to bring

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

Furniture

Tablesqty 28
Chairsqty 180
High tablesqty 8
Registration desk
Presentation tablesqty 4
Changing room screensqty 4

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 6
Payment terminalqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving jugsqty 6
Serving tongsqty 8

Tableware

Reusable cupsqty 220
Platesqty 220
Bowlsqty 120
Cutlery setsqty 220
Tea glassesqty 100
Coffee cupsqty 100

Decorations

Cotton tableclothsqty 30
Plantsqty 20
Decorative basketsqty 10
Buntingqty 8
Name badge holdersqty 35

Lighting

LED lampsqty 12
Mood lightingqty 6

Cleaning

Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleanerqty 2

Sports equipment

Yoga matsqty 30
Meditation cushionsqty 20
Stretch bandsqty 20
Yoga blocksqty 20
Blanketsqty 20

Catering

Groceries

Tips

Confirm exhibitors and workshop leaders before publishing the registration form. Keep the exhibitor list current and use it to draw the booth layout, leaving clear routes between tables and the registration desk.
Build the programme around room capacity and changeover time. Allow at least 10 minutes between workshops so visitors can move rooms and leaders can reset materials without delaying the next session.
Collect dietary requirements when people register, not during the week of the fair. Send the final catering numbers and requirements to the caterer at least 5 working days before the event.
Send exhibitor and parking information 3 to 5 days before the fair. Include arrival instructions, booth details, power arrangements and the exact time exhibitors may set up.
Test the laptop, projector, screen, speakers, microphone and extension cords in the actual workshop rooms at least 1 day beforehand. Chill drinks and check food, cups, plates and serving equipment before doors open.

Frequently asked questions

How far in advance should I organise a wellness fair?: Start at least 8 to 12 weeks ahead. Confirm the date and venue first, then book exhibitors, workshop leaders and catering before opening registration.
When should registration open for a wellness fair?: Open registration once the core exhibitors and workshop programme are confirmed, usually 4 to 6 weeks before the fair. Close or review numbers 5 to 7 working days before the event so catering and room plans can be finalised.
How many workshop rooms do I need for a wellness fair?: Plan one room for each workshop running at the same time, plus enough space for the expected group size and equipment. Leave at least 10 minutes between sessions for movement and setup.
What should I check the day before a wellness fair?: Walk through the venue, booth layout and registration area, then test all presentation equipment and power connections. Also check printed materials, name badges, signage, drinks, groceries and workshop materials at least 1 day before opening.

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.