Agricultural fair checklist and planning guide

An agricultural fair needs more than booked exhibitors and a program. You also need a workable booth layout, reliable power, clear signage, catering, registration materials and equipment that has been tested before visitors arrive. This checklist puts the work in a practical order, from setting the date and processing registrations to marking the floor and opening the fair. Use it to catch details that are often left until the final day, such as dietary requirements, extension cords, name badges and printed floor plans.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the trade fair date and times
Compile the participant list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Plan the program and demonstrations
2 people
Book catering
Check power outlets
2 people
Check insurance details
Design signage
Print floor plan
Prepare name badges
2 people
Print the program booklets
2 people
Send exhibitor information
Check the shopping list
Do the shopping
2 people
Collect materials
3 people
Test equipment
2 people
Fill coolers
2 people
Set up the registration table
2 people
Mark exhibition floor
3 people
Set up exhibition walls
4 people
Set up tables and chairs
4 people
Hang up stand numbers
2 people
Hang up signage
2 people
Set up demo materials
4 people
Connect lighting and power
2 people
Test sound system
2 people
Set up coffee station
2 people
Set up catering
3 people
Prepare registration materials
2 people

Event

Welcome exhibitors
3 people
Carry out final stand checks
3 people
Register visitors
4 people
Welcome visitors
2 people
Announce the program
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check toilets
Guide demonstrations
2 people
Support exhibitors
2 people
Keep lost and found items
See off the last visitors
2 people

Aftercare

Have exhibitors take down their stands
3 people
Collect tableware
3 people
Store food safely
2 people
Dismantle furniture
4 people
Disconnect equipment
2 people
Remove decorations
2 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the expo floor
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover groceries

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Fair countersqty 4
Tablesqty 30
Chairsqty 120
High tablesqty 8
Display wallsqty 24
Stoolsqty 16
Tableclothsqty 30
Clothes racksqty 4

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 10
Charging stationsqty 2
Laptopqty 2
Printer
Presentation screen
Cable traysqty 12
Hand trucksqty 2
Toolboxesqty 2
Measuring tapesqty 3
Marking chalkqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Refrigeratorsqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 8
Serving jugsqty 6

Decorations

Buntingqty 12
Farm flagsqty 8
Flower boxesqty 12
Table décorqty 30
Stand number signsqty 30

Lighting

LED lampsqty 12
String lightsqty 8
Battery lampsqty 12

Catering

Registration binsqty 4
Name badge holdersqty 120
Clipboardsqty 10
Pensqty 50
Brochure holdersqty 20
Menu boardsqty 6
Groceries
Waste binsqty 12
Cooling matsqty 12

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Vacuum cleanersqty 2
Cleaning clothsqty 20
Paper dispensersqty 6

Tips

Set the date and opening hours before inviting exhibitors, then give participants a clear registration deadline. Use the final list to confirm exhibitors, collect dietary requirements and prepare name badges.
Plan the booth layout before hiring or moving furniture. Check that fair counters, display walls, tables, chairs and high tables fit the marked floor while leaving usable routes between stands.
Check every power requirement at least one week before the fair. Count outlets for the sound system, presentation screen, laptop, printer, charging stations and demonstrations, then prepare extension cords, power strips and cable trays.
Finish the printed materials before setup day. Print the floor plan, program booklets, signage and badges after registrations and exhibitor details are confirmed, keeping a few blank badges for last-minute changes.
Test the sound system, wireless microphones, speakers and presentation equipment before visitors arrive. Fill coolers and thermos flasks only after the registration table, exhibition walls, tables and chairs are in place so food and drinks stay organized.

Frequently asked questions

How far in advance should I organize an agricultural fair?: Start planning at least 8 to 12 weeks ahead, especially if you need exhibitors, demonstrations, catering and display equipment. Set a registration deadline several weeks before the fair so the layout and printed materials can be finalized.
What should be included in an agricultural fair checklist?: Include the date and program, exhibitor registrations, dietary requirements, booth layout, insurance and power checks, catering, signage, floor plans, badges, equipment testing and venue setup. Keep shopping, material collection and final checks as separate steps during the last week.
When should I finalize the agricultural fair floor plan?: Finalize the floor plan about 7 to 10 days before opening, after exhibitor confirmations and space requirements are known. Print copies for the registration table and setup team, and mark the exhibition floor before furniture is positioned.
How much catering do I need for an agricultural fair?: Base quantities on confirmed registrations and exhibitors, then add a small buffer for walk-ins and staff. Confirm dietary requirements before placing the catering order, and arrange coffee, cups, glasses, plates and cutlery for the full opening period rather than only the first hour.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.

Organize this event for free with Lizzt

Organize for free and invite your contacts!