The employee health fair checklist.
Every task from eight weeks out to the post-fair report, in one printable PDF. Vendor COIs and W-9s, the station plan, the comms plan, and the day-of runlist, built for the HR team of one planning a fair alongside a full-time job.
- 8-6-4-2 week timeline
- Vendor COI & W-9 reminders
- Day-of runlist
- Post-event follow-up
Six blocks, two printable pages.
Page one counts down the eight weeks before the fair. Page two holds the station plan, the comms plan, the day-of runlist, and the follow-up that closes the loop with leadership.
8 weeks out
PlanLock the date, venue, and budget. Set the one goal you will report on, book anchor vendors, and ask your broker about wellness dollars.
6 weeks out
VendorsConfirm the lineup in writing, collect a COI and W-9 from every vendor, draft the floor plan, and send the save-the-date.
4 weeks out
CommsFinalize the schedule and rotations, build the comms plan, order signage and giveaways, and confirm building logistics.
2 weeks out
ConfirmFinal headcount to vendors, day-of owners assigned, a walk-through of the space, and the reminder that gives people a reason to come.
Fair day
RunlistThe hour-by-hour runlist: load-in 90 minutes before doors, station checks, comms nudges, tally sheets, and photos for the recap.
After the fair
Follow upThe 48-hour thank-you, a three-question pulse survey, the numbers to leadership, and the wellness-dollar invoice submission.
The fair is a project. Treat it like one.
Most health fairs are planned from memory and a forwarded email thread. The checklist turns it into a project with dates: what to lock at eight weeks, which paperwork to chase at six, what to announce at four, and what to confirm at two.
And when you get to the vendor rows, that is what we do. Chakra Hours staffs the experiential side of employee health fairs, the Reset Lounge, chair yoga, mini sound baths, and the Breathwork Bar, onsite across Dallas-Fort Worth.
What the checklist saves you from
- The vendor whose COI arrives the morning of the fair.
- The fair nobody attends because the only comms was one calendar invite.
- The quiet room that ended up next to the DJ table.
- The leadership recap you have to reconstruct from memory a week later.
Two printable pages. Yours free.
Quick questions.
Is the employee health fair checklist really free?
Yes. Tell us where to send it and we will email you the printable PDF. No charge, and you can unsubscribe anytime. The checklist is yours to print, share with your planning committee, or pin to the planning folder.
How far in advance should we plan an employee health fair?
Eight weeks is comfortable for most fairs, which is why the checklist counts down from eight weeks out. That said, experienced vendors can move faster: Chakra Hours, for example, only needs about three weeks of lead time for the experiential stations, so a shorter runway does not rule a good fair out.
What paperwork should we collect from health fair vendors?
Two documents from every outside vendor: a certificate of insurance (COI) naming your company as certificate holder, and a W-9 for accounts payable. Agree payment terms up front, NET-30 and a PO number are normal to ask for, and request an itemized invoice, which is also what your carrier needs if wellness dollars reimburse the fair.
Does the checklist cover both the clinical and experiential sides of the fair?
Yes. It treats the fair as two halves: the clinical side, screenings and enrollment tables your benefits broker usually arranges, and the experiential side, the facilitated stations people actually line up for. The checklist plans both, and the station plan on page two maps them onto one floor.
The stations people line up for, staffed for you.
The checklist plans the fair. We bring the part employees remember: facilitated wellbeing stations, staffed and set up for you, onsite across Dallas-Fort Worth.
Want the long-form version? Read the 12-week health fair planning playbook.