Planning a Successful Health FairJoin Now
The employer planning guide
A practical plan for your next health fair
Bring employees, benefit providers and wellness resources together in one well-organized event. Use this guide to set your goals, coordinate vendors and keep the details moving from the first invitation to the final follow-up.
The PDF is available through our existing download form. Planning your first fair? Start with the timeline below.
Start with your people and purpose
A useful health fair gives employees a clear reason to attend and an easy next step afterward. Decide what success looks like before inviting vendors.
Set the basics
- Goal: benefits education, access to wellness resources, or a launch for a longer-term program.
- Audience: locations, shifts, expected attendance and accessibility needs.
- Budget: venue, equipment, refreshments, incentives and any paid services.
- Measures: attendance, employee feedback and interest in future programs.
Build your planning team
- Name an event lead and assign owners for vendors, facilities and employee communication.
- Involve HR, department managers and your benefits partners.
- Ask leadership to promote the event and make time for employees to attend.
- Keep one shared plan with tasks, owners, due dates and vendor details.
Work backward from event day
These are suggested planning windows, not fixed requirements. Adjust them to your event size, workplace schedule and vendor availability.
- 3–5 months beforeSet goals, gather your team, confirm a budget and choose a date and venue. Avoid peak business periods where possible.
- 60–90 days beforeInvite vendors and benefit providers. Share the event details, participation expectations and RSVP deadline.
- About 30 days beforeSend a save-the-date. Review vendor responses and start the floor plan, supply list and staffing schedule.
- About 2 weeks beforeShare the event announcement with confirmed activities. Finalize vendor needs, arrival instructions, signage and employee materials.
- The final weekReconfirm vendors, send employee reminders and check the room layout, equipment, check-in plan and staff assignments.
- Event day + afterWelcome vendors and employees, keep traffic moving, thank participants and collect feedback for your next event.
How long should the event last?
As a starting point, plan roughly 2–4 hours for many workplace fairs, depending on attendance, and generally no more than 5 hours. A daytime window often makes vendor participation easier.
Choose the actual duration with your vendors and managers. Allow for employee shifts, screening appointment capacity, setup and breakdown; a single time window may not suit every workplace.
Build a useful vendor mix
Choose educational topics that match employee interests and your benefits program. Include your insurance and benefits partners so employees can ask about the resources already available to them.
Consider a balanced mix
- Benefits navigation and employee assistance resources
- Mental well-being and stress management
- Nutrition, movement and everyday healthy habits
- Screenings or seasonal services from appropriate providers
- Interactive education, demonstrations or chair massage
Confirm the experience
- What will employees learn or do at each booth?
- Are appointments, consent or preparation needed?
- Are there any costs for your organization or employees?
- What space, privacy, power or equipment does the provider require?
- What follow-up resources can employees take away?
Use employee suggestions and, where appropriate, aggregate information from your benefits partners to guide topic selection. Keep individual health information out of the event-planning roster.
Vendor invitation and RSVP checklist
Include in the invitation
- Company, event purpose and expected attendance
- Date, event hours, location and setup time
- What is provided and what vendors should bring
- How to register, the RSVP deadline and an event contact
- Parking, unloading and building access instructions
Collect with each RSVP
- Company and representative names
- Services or activities being offered
- Table, linen, chair and floor-space needs
- Electricity and other equipment requirements
- Raffle contribution, if your event includes one
Search wellness providers or explore IAB’s health fair planning tools.
Make the space work
Build the floor plan around confirmed vendor needs and the way employees will move through the room. Walk the venue with your facilities team before finalizing it.
Room and layout
- Confirm table sizes, chairs, linens and booth assignments. Six-foot tables can be a useful starting point when space allows.
- Leave room for displays, supplies, activities and waiting lines.
- Keep exits and accessible routes clear. Have facilities confirm the layout meets the venue’s safety and accessibility requirements.
- Plan private areas and clear directional signs for screenings.
- Place check-in where employees can easily find it; spread similar vendors around the room.
Equipment and supplies
- Ask every vendor about power needs and confirm safe electrical access with facilities.
- Prepare table signs, event guides and vendor check-in lists.
- Have pens, tape, scissors, trash bins and approved cord management available.
- Prepare raffle tickets and a collection basket if needed.
- Confirm restrooms, refreshments, loading access and an outdoor weather backup when relevant.
This example from the original IAB guide is a starting point. Match your layout to the actual room, vendor activities and facilities guidance.
Give employees a reason to attend
Make the invitation specific: what is happening, when employees can come and what they can get out of the visit. Use the channels your team actually sees, including manager reminders, email and signs in busy areas.
Save the date
Share the date, time, location and purpose about a month ahead. Invite employee ideas and ask managers to plan attendance around shifts and workload.
Announce the details
About two weeks ahead, highlight confirmed vendors and activities, any appointment instructions, and available refreshments or incentives. Repeat key details shortly before the event.
View the sample employee announcement (PDF)
Choose a theme employees can enjoy
A simple theme can tie together signs, activities and vendor tables. Ideas from the original guide include:
- Hike Your Way to Better Health: an outdoor-inspired event with walking and movement ideas.
- Go Pro with Your Health: team jerseys and a sports theme.
- Hearts Matter: a heart-themed event around Valentine’s Day.
- Spring into a New You: fresh-start activities and spring decorations.
- Wellness Rocks: music-themed tables and favorite band shirts.
- Driving Wellness: a racing or car theme.
- Be a Health Superhero: superhero shirts and everyday healthy habits.
- You Always Had the Power: a Wizard of Oz-inspired theme.
- Don’t Gamble with Your Health: casino-inspired booth decorations.
Keep any games or incentives optional and make participation welcoming across abilities and interests.
Run a calm, welcoming event
For an early event, set up what you can the day before. Plan vendor access at least an hour before opening, or earlier if their setup requires it. Assign coverage for check-in and vendor support throughout the fair.
Before doors open
During the fair
Use these checkboxes while the page is open. Your selections are not saved.
Photos from the original IAB health fair planning guide.
Keep the value going after the fair
- Thank your vendors and team. Confirm breakdown arrangements and note who you would like to invite again.
- Close out incentives. Follow the raffle rules you shared and notify winners through your agreed process.
- Ask for feedback. What was useful? What would employees change? Which topics should come next?
- Review your goals. Compare attendance and feedback with your plan, and record practical improvements.
- Offer a next step. Share benefits resources or plan a follow-up wellness workshop, walking program or other ongoing activity.
Keep these resources handy
Planning guide PDF
Access the existing downloadable IAB guide through the request form.
Get the guide →Vendor registration example
See a sample roster with vendor contacts, services and booth needs.
Open sample PDF →Employee announcement example
Use the sample layout to plan your own event announcement.
Open sample PDF →Year-round wellness
Explore employer resources and keep the momentum going beyond one event.
Explore employer wellness →The original sample PDFs include past dates and example services. Update all details for your own event.
Your next step
Bring your plan together with IAB
Explore the health fair planning tools, find providers and prepare an event that fits your workplace.
