Wellness fair checklist: what to arrange and when

A wellness fair needs more than exhibitors and workshop leaders. You also need a clear booth layout, working presentation equipment, registration materials and a practical plan for food, drinks and dietary requirements. Start by fixing the date and venue, then build the exhibitor list and programme before opening registration. In the final week, confirm room setups, test every laptop, projector and microphone, and check stock so missing cables, cups or name badges do not become same-day problems.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Confirm date and location
2 people
Invite exhibitors
2 people
Send invitations
2 people
Publish registration form
Confirm workshop leaders
2 people
Compile program
2 people
Process registrations
2 people
Collect dietary requirements
Maintain the exhibitor list
Draw the booth layout
2 people
Set up the workshop rooms
2 people
Book catering
Order drinks and groceries
Prepare printed materials
2 people
Make name badges
2 people
Design signage
Send parking information
Send exhibitor information
Test workshop equipment
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare materials
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up exhibitor booths
6 people
Set up workshop rooms
4 people
Hang up decorations
3 people
Set up signage
2 people
Set up registration desk
2 people
Put out program brochures
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Connect sound equipment
2 people
Prepare workshop materials
4 people
Check toilets

Event

Welcome exhibitors
3 people
Register visitors
3 people
Hand out name badges
2 people
Provide opening information
Direct visitors to booths
2 people
Lead the workshops
4 people
Serve coffee and tea
2 people
Serve healthy snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets periodically
Reset workshop rooms
2 people
Replenish tableware stock
Announce evening program
Answer visitor questions
2 people
Support exhibitors
2 people
Wrap up the final workshop
2 people
See visitors out
3 people
Have exhibitors dismantle their booths
4 people

Aftercare

Store leftovers safely
2 people
Dismantle tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Gather borrowed materials
2 people
Return materials
2 people
Store leftover groceries
2 people
Register lost and found items
Send thank-you message
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

Set the date, venue and exhibitor plan first. Confirm exhibitors and workshop leaders before publishing registration, so the programme and visitor information are based on commitments rather than placeholders.
Draw the booth and room layout before ordering or arranging furniture. Include the registration desk, presentation tables, changing room screens and clear routes between tables, chairs and high tables.
Collect dietary requirements during registration and give the caterer a final number at least 3–5 days before the fair. Order drinks and groceries separately, then chill drinks and prepare serving equipment on the day before or morning of the event.
Test workshop equipment in each room at least 24 hours beforehand. Check the laptop, projector, projection screen, speakers, microphone, extension cords, power strips and charging cables together rather than assuming they will work separately.
Prepare attendee-facing materials no later than 2 days before opening. Print name badges, signage, parking information and exhibitor instructions, then check the stock of reusable cups, plates, bowls, cutlery, tea glasses and coffee cups before shopping.

Frequently asked questions

How far in advance should I organise a wellness fair?: Start at least 8–12 weeks before the event if you need several exhibitors and workshops. Confirm the venue and date first, then allow time for invitations, registration, programme planning and equipment checks.
When should I open registration for a wellness fair?: Open registration once the main exhibitors, workshop leaders and programme times are confirmed, usually 4–6 weeks before the fair. Close or review registrations 3–5 days beforehand so catering and dietary requirements can be finalised.
How many drinks should I provide at a wellness fair?: For a half-day fair, plan roughly 2–3 drinks per visitor, including water, coffee and tea. Add extra capacity if visitors will stay through several workshops, and chill the drinks before doors open.
When should I test the equipment for wellness fair workshops?: Test every workshop room at least 24 hours before the fair, with the actual laptop, projector, screen, speakers and microphone. Keep extension cords, power strips and charging cables available in each room instead of moving them during the event.

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.