Anniversary Fair Checklist

An anniversary fair combines a trade show, presentations and a guest celebration, so several deadlines run at the same time. Start with the date, venue and floor plan, then coordinate exhibitors, registrations, catering and the program. In the final weeks, confirm every participant, publish practical information and test the microphones, projector and speakers. Use this checklist to keep the planning order clear and avoid last-minute gaps in signage, dietary information, tableware and name badges.

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The plan, step by step

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

Preparations

Set the date and program
2 people
Reserve the venue and rooms
Create the trade show floor plan
2 people
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Track the registration form
Collect dietary requirements
Book catering
Reserve drinks and tableware
Reserve photographer
Finalize the music program
2 people
Confirm exhibitors
Schedule presentations
2 people
Prepare quiz and activities
2 people
Post promotion online
Send the program to guests
Prepare name badges
2 people
Make booth numbers
Design signage
Buy quiz prizes
Test the equipment
2 people
Create final guest list
2 people
Share the dietary overview
Send exhibitor information
Assign volunteers
2 people
Check the shopping list
2 people
Buy stock of shelf-stable products
2 people
Order fresh produce
Sort decorations
2 people
Sort name tags
2 people
Bring materials to the venue
3 people
Pick up fresh catering
2 people
Open venue
2 people
Check the halls and toilets
2 people
Set up tables and chairs
4 people
Set up booth walls and counters
4 people
Hang up stand numbers
2 people
Hang up signage
2 people
Hang decorations
3 people
Set up information table
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Test equipment and presentations
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people

Event

Start opening music
Register guests
3 people
Hand out name badges
2 people
Guide visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Announce presentations
Facilitate presentations
2 people
Lead quiz rounds
2 people
Hand out quiz prizes
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Guide the photo moment
2 people
Support the evening program
2 people
Announce the final round
Guide guests to the exit
2 people
Wrap up music

Aftercare

Safely clear away catering
3 people
Have exhibitors take down their stands
3 people
Remove decorations
3 people
Put tables and chairs back
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Collect supplier invoices
Send thank-you messages
2 people
Share photos with those involved

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Bar stoolsqty 8
Booth countersqty 12
Display wallsqty 24
Clothes racksqty 4
Tableclothsqty 18
Lounge sofasqty 4

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Coffee spoonsqty 100
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 12

Catering

Drink dispensersqty 4
Coffee thermosesqty 6
Water jugsqty 8
Coolersqty 6
Ice cube traysqty 4
Buffet warmersqty 6
Serving tongsqty 12
Corkscrewsqty 4

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Flip chartsqty 3
Paper shredder

Decorations

Balloonsqty 150
Balloon archesqty 3
Buntingqty 12
Flower arrangementsqty 8
Photo wallsqty 2
Centerpiecesqty 18
Light curtainsqty 4
Vasesqty 20

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Kitchen glovesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Cleaning glovesqty 8
Waste binsqty 10
Waste sorting binsqty 4

Registration

Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Information leafletsqty 150
Program bookletsqty 150
Name badgesqty 30

Presentation

Presentation clickersqty 2
Whiteboardsqty 3
Whiteboard markersqty 12
Quiz formsqty 150
Answer paddlesqty 30
Trophiesqty 6
Gift vouchersqty 6

Safety

Flashlightsqty 4
Cable matsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Groceries

Groceries

Tips

Set the date, program and room layout before inviting exhibitors. A floor plan showing booth counters, tables, seating and presentation space gives exhibitors the information they need to confirm their participation.
Track registrations from the moment invitations go out. Review the form at least once a week, record dietary requirements and prepare a final guest list before sharing the catering overview.
Confirm catering and drinks early enough to check quantities for the full program. Include coffee cups, water glasses, wine glasses, plates, cutlery, serving equipment, coolers and ice rather than assuming the venue supplies them.
Send exhibitors their arrival, booth and presentation information before the event. Finalize booth numbers, signage and name badges after the exhibitor list is confirmed, so printed materials do not contain outdated details.
Schedule an equipment test before guests arrive, not during setup. Check the laptops, projector, projection screen, speakers and wireless microphones with the actual presentation files, then keep a printed program and contact list at the registration point.

Frequently asked questions

How far in advance should I start planning an anniversary fair?: Start at least 12 weeks before the event if you need a venue, exhibitors, catering and a presentation program. Begin invitations and registration as soon as the date, rooms and basic floor plan are confirmed.
When should I send invitations for an anniversary fair?: Send the first invitations 8 to 10 weeks before the fair. Keep registration open for several weeks, then send the final program, practical arrival details and dietary information during the last 7 to 10 days.
When should I confirm exhibitors and booth numbers?: Ask exhibitors to confirm no later than 3 to 4 weeks before the event. Assign booth numbers and finalize the floor plan after that deadline, then send each exhibitor the final setup and presentation information.
How long before the event should I test the AV equipment?: Test the laptops, projector, screen, speakers and wireless microphones 1 to 3 days before the event, and repeat a short sound and projection check on the morning itself. This leaves time to replace missing cables or adjust the room setup.

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.