What to Buy for a Wellness Fair

A wellness fair needs more than tables and leaflets. Plan supplies for registration, exhibitor booths, workshops, refreshments and changing areas before shopping day. Reusable cups, coffee equipment, extension cords and clear signage are easy to overlook, especially when several rooms are in use. Use the event plan alongside this list, then check quantities against your expected visitor, exhibitor and workshop attendance.

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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
- Coffee beans - 3 kg
- Decaf coffee - 500 g
- Black tea - 200 bags
- Green tea - 150 bags
- Herbal Tea - 150 bags
- Rooibos tea - 100 bags
- Oat milk - 12 liters
- Semi-skimmed milk - 10 liters
- Coconut drink - 6 liters
- Soy drink - 6 liters
- Granulated sugar - 2 kg
- Honey - 1 kg
- Sugar substitutes - 500 pieces
- Lemons - 3 kg
- Ginger - 1 kg
- Fresh mint - 10 bunches
- Spa Blue - 12 crates
- Spa Red - 6 crates
- Sparkling water - 6 crates
- Apple juice - 12 liters
- Orange juice - 12 liters
- Vegetable juice - 8 liters
- Ginger lemonade - 8 liters
- Lemonade - 8 liters
- Kombucha - 12 liters
- Alcohol-free sparkling juice - 6 liter
- Whole wheat bread - 12 loaves
- Spelt bread - 8 loaves
- Gluten-free bread - 4 loaves
- Wholemeal wraps - 8 packs
- Plain hummus - 2 kg
- Paprika hummus - 1 kg
- Cream cheese - 1.5 kg
- Vegan herb cream cheese - 1 kg
- Young cheese - 2 kg
- Goat cheese - 1 kg
- Turkey breast - 1.5 kg
- Avocado - 20 pieces
- Cucumber - 15 pieces
- Tomatoes - 4 kg
- Cherry tomatoes - 3 kg
- Bell peppers - 3 kg
- Carrots - 4 kg
- Celery - 2 kg
- Arugula - 1.5 kg
- Mixed lettuce - 3 kg
- Spinach - 1,5 kg
- Red onion - 1 kg
- Olives - 2 kg
- Apples - 12 kg
- Bananas - 10 kg
- Pears - 8 kg
- Grapes - 8 kg
- Mandarins - 8 kg
- Berry mix - 5 kg
- Melons - 6 pieces
- Unsalted almonds - 3 kg
- Unsalted cashews - 3 kg
- Walnuts - 2 kg
- Pumpkin seeds - 1.5 kg
- Sunflower seeds - 1.5 kg
- Rice cakes - 12 packs
- Wholegrain crackers - 12 packs
- Oat bars - 180 pieces
- Dried apricots - 2 kg
- Dried dates - 2 kg
- Dark chocolate - 2 kg
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Apple cider vinegar - 1 liter
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Pesto - 1 kg
- Salt - 1 kg
- Black pepper - 250 g
- Paprika powder - 250 g
- Garlic powder - 250 g
- Cumin - 250 g
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Liquid hand soap - 6 liters
- Hand sanitizer gel - 10 liters
- Dish soap - 3 liters
- All-purpose cleaner - 5 liters
- Toilet cleaner - 3 liters
- Sponges - 24 pieces

Tips

Plan one registration setup with a desk, name badges, printed programs and signage, plus at least 10% extra badges for walk-ins or spelling corrections.
For refreshments, allow two drinks per visitor for a two-hour visit, then add 10% spare stock. Check dietary requirements before ordering groceries and serving supplies.
Match workshop equipment to each room at least 48 hours before opening. Test the laptop, projector, screen, speakers and microphone together rather than checking them separately.
Count power points before setting up exhibitor booths and workshops. Bring one extension cord and one power strip for each area that needs multiple devices, plus charging cables for staff equipment.
Prepare one changing area per simultaneous activity that requires privacy, using screens and a clear sign. Check the venue layout the day before so screens, tables and chairs do not block visitor routes.

Frequently asked questions

How much food and drink do I need for a wellness fair?: For a two-hour fair, plan about two drinks per visitor, including water, tea or coffee, and add 10% extra. Order food according to confirmed registrations and dietary requirements, with a small buffer for exhibitors and walk-ins.
What equipment is needed for wellness fair workshops?: Allow one tested laptop, projector, projection screen, speakers and microphone for each room where presentations or demonstrations take place. Check every setup at least 48 hours before the fair and bring extension cords and power strips.
How many cups and plates should I buy for a wellness fair?: Use at least one reusable cup per expected visitor for a single refreshment service, or two per person if washing facilities are limited. Add 10% spare cups, plates, bowls and cutlery for exhibitors, staff and unexpected visitors.
When should I buy supplies for a wellness fair?: Buy non-perishable tableware, signage materials and equipment supplies at least one week ahead. Purchase fresh groceries one or two days before the fair, then chill drinks and check stock on the day before setup.

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