10 Best Practices for Health Fair Planning with Ease - people getting chair massage at Health Fair

10 Best Practices for Health Fair Planning with Ease

Amelia Wilcox
March 29, 2016
October 9, 2022

Company health fairs are a perfect way to underline the importance of healthy lifestyles, disease prevention, and injury rehabilitation in the workplace.

In this article, we'll cover the top 10 ideas for putting on a well-rounded office health fair.  

health fair planning ideas

Top 10 Tips for Health Fair Planning

Putting on a successful company health fair takes some work. But ensuring health is front-and-center at your workplace is worth the work. Here's all you need to get started planning a great health fair.

Download your free guide to health fair planning tips and ideas.

1. Document Everything (Even the Bad Ideas) for a Successful Health Fair

From the first day of planning through the end of the health fair, keep notes on everything that happens. As the process moves on, you'll get more and more things to think about, and you'll want to make sure you've covered all your bases.

Write down questions asked during meetings and solutions you've come up with. This won't just make it easier to keep tabs on all your to-do's. It will also help in planning for next year.  

organizing a health fair

2. Get Employees Involved in Planning Your Health Fair

Create your planning committees across all sectors of your company. With one person as the lead and a group of interested teammates, health fair planning can be an opportunity to bring people together on a fun project.

Hold an informational session during lunch to discuss what kinds of opportunities there are for staff to get involved.

Related: 9 Lunch and Learn Topics Your Employees Actually Want

3. Address All Kinds of Health

Remember that there is more than one way to be healthy. While physical health is top-of-mind for most health fairs, you can find ways to address other areas of life too:

Related: The New Employee Stress Relief: Financial Wellness Programs at Work

4. Scheduling Your Health Fair

There are several things to consider when deciding when to schedule your health fair. Typically, health fairs happen during a work day. You'll get more employees to show up if they're already at work.

But you can also consider a health fair that runs into the after hours time. This makes it possible to invite employees' families to some of the activities as well.  

5. Provide Great Health Fair Giveaways

Who's going to turn down an opportunity to win a fancy mountain bike or shiny iPad? Door prizes, raffles, and free gifts make a more compelling reason to attend a company health fair.

Each attendee can receive a couple raffle tickets just for showing up. Then they can earn more by participating in workshops or contests.

If the budget is tight, you can turn to your vendors and sponsors for donations to the cause.

Related: Irresistible Health Fair Giveaways to Boost Attendance

health fair activities

6. Find Health Fair Vendors and Sponsors that Rock

The vendor booths are the lifeblood of your health fair. They'll bring unique ideas and fun activities that will help employees stay on top of their personal health goals. Here are some ideas:

  • Regional community health clinics
  • Supplement companies
  • Chair massage sessions
  • Yoga instructors
  • Bicycle mechanics
  • Lifeguards
  • Smoking cessation groups
  • Mindfulness meditation teachers
  • Personal trainers
  • Nutritionists

Each business will provide some unique perspective on health and give your staff ideas on maintaining their physical and emotional wellness.

Related: How One Special Chair Can Boost Your Heath Fair Attendance

7. Health Fair Activities and Events

Your vendors and sponsors will provide some activities for health fair participants. But it's important to schedule some special events at certain times. Otherwise, your staff will do a once-through walk of the fair, and then call it a day.

Schedule workshops, raffle drawings, and contests throughout the day to keep participation levels high throughout the event. Workshops can include topics such as proper form for weight lifting, preparing healthy snacks for work, and simple stretches to do at work.

Related: Best Health Fair Ideas: Creative Vendors & Activities

8. Marketing Your Office Health Fair

Do some internal marketing of your event well in advance. Not only will this build anticipation around the event, but it can also help avoid schedule conflicts with other events at work. Client visits or regular meetings could get redirected for another day so as many of your employees as possible can attend.

Get the word out to your employees through your internal marketing systems. Be sure to mention the possible prizes and giveaways to keep interest high.  

9. Organizing and Setting up Health Fair Booths

When organizing the physical layout of your health fair, you want to strike a balance between filling up your available space and giving enough room to not feel crowded.  Make sure there is ample room for lines that will form around your more popular vendors (such as chair massage). Dedicate an area to be a demonstration space, where contests, raffle drawings, and workshops can be held.

When you first sign up your vendors, let them know how much space they can plan for, whether or not there are electrical outlets nearby for them to use, and if there will be any tables or chairs provided in their booth space.

10. Prepare for next year

Remember Tip #1? This is where all those notes will come in handy. After your event is done, sum up your results: number of vendors, attendees, costs, etc.

Write up a short narrative of why you made the decisions you did, problems that came up and how they were solved, and suggestions for next year. Keep contact information of vendors and sponsors so you can get in touch when it's time to start planning again.  

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Amelia Wilcox
Amelia Wilcox
Amelia Wilcox is the Founder and CEO of Nivati, a leader in corporate massage and employee mental health support since 2010. Her high-growth B2B company provides employee stress management tools that arm businesses with actionable data and positive employee experiences to improve wellbeing, boost morale, and increase engagement. Amelia has exponentially grown her company from a solo living-room service business to an international technology brand.