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Health Fair Kit
Fair-Site Logistics
- Select a large enough site. The room or facility should be able to accommodate more participants than you expect. A one-day fair for 500 people requires an area of at least 2,500 square feet.
- Plan for parking. Make sure there is enough to accomodate more people than you expect.
- Prepare a layout of the fair. Ask exhibitors how much space they will need, and map out a floor plan on paper. Design the floor plan to allow for traffic flow and to prevent backups and long
lines. Don't block doors, alarms, or fire exits. Place wires and electrical cords out of the way from where people are walking. (Or cover them with tape.) Also consider restrooms and wheelchair
access. Make sure the temperature and lighting are appropriate.
- See whether you need any permits. Check with your local municipal office to see whether
any sanitary, sign, structural, food service, or other permits are needed.
- Have a checklist. To avoid forgetting essential things at the last minute, make a list of
everything you'll need on site: electrical equipment, tables, chairs, easels, VCRs, audio-visual
equipment, pencils, pens, paper, etc.
- Set up a registration area. Prepare a map of the exhibits for attendees. You also might wish to distribute nametags, a list of any activities and entertainment, bags, a list of sponsors, fair
evaluation survey, etc. If attendees can register to win door prizes or other give-aways, have them
do this at the registration booth.
- Post directions. Avoid confusion for attendees and exhibitors by posting signs or arrows
directing people to parking, registration, exhibits, restrooms, rest areas, mini-workshops, etc.
- Allow time for setup and breakdown. Allow at least a couple of hours for exhibitors to set up their booths and arrange their materials. Find out ahead of time if exhibits need to be taken apart by a certain time and who will be responsible for cleaning up the site.
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