Aquarium fair checklist: what to arrange and when

An aquarium fair needs more than tables and tanks. You have to secure the venue, recruit and register exhibitors, plan power and waste collection, and give visitors clear parking and registration information. In the final days, water preparation, fish transport, signage and the registration desk become the priority. This checklist puts those jobs in a workable order so exhibitors can set up safely and visitors can find what they need.

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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

Reserve venue
Set the trade fair date
Recruit exhibitors
2 people
Register Exhibitors
2 people
Assign pitch locations
2 people
Send invitations
2 people
Publish the online event
Process registrations
2 people
Collect dietary requirements
Send parking information
Reserve power outlets
Arrange waste collection
Order catering
Order print materials
Create floor plan
2 people
Send exhibitor instructions
Close visitor registration
Print participant list
Do the shopping
2 people
Check the aquariums
2 people
Prepare aquarium water
3 people
Label crates and materials
2 people
Prepare registration table
2 people
Print information signs
Prepare fish for transport
3 people
Open venue
2 people
Check power supply
2 people
Set up tables
4 people
Set up chairs
3 people
Set up aquarium displays
4 people
Place aquariums
5 people
Connect the filters
3 people
Connect lighting
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Unload booth materials
6 people
Let the animals acclimate calmly
3 people
Place labels on the aquariums
2 people
Hang up decorations
2 people
Set up registration desk
2 people
Set up catering
2 people
Chill drinks
2 people
Clear the walkways
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Check tickets
2 people
Distribute program
2 people
Assist exhibitors
2 people
Check aquarium conditions
2 people
Measure water values
2 people
Assist the demonstration
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Check the fish in between
2 people
Inform last visitors
2 people
See visitors out
3 people
Close sales transactions
2 people

Aftercare

Safely Pack Animals
4 people
Have exhibitors unload
4 people
Empty aquariums
4 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Clean Aquarium Supplies
3 people
Process exhibitor invoices
Register lost and found items
Respond to visitor messages

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Aquarium standsqty 12
Registration desk

Aquarium supplies

Aquariumsqty 24
Aquarium filtersqty 24
Aquarium heatersqty 12
Aquarium lightingqty 24
Air pumpsqty 12
Air stonesqty 24
Landing netsqty 12
Buckets of waterqty 12
Water jerry cansqty 12
Water testsqty 4
Water conditionerqty 4
Aquarium gravelqty 12
Backdrop filmqty 12

Equipment

Extension cordsqty 16
Power stripsqty 16
Coolersqty 4
Payment terminalsqty 2
Cash registersqty 2
Hand trucksqty 2
Scalesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Pitchersqty 6

Decorations

Trade show bannersqty 4
Table signsqty 24
Directional signsqty 12
Name badgesqty 40

Lighting

LED lampsqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 2
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and venue before recruiting exhibitors. Confirm how many stand spaces, aquarium stands and power outlets the room can support, then assign spaces on a floor plan rather than waiting until setup day.
Send exhibitor instructions at least 7 days before the fair. Include arrival and unloading details, assigned stand numbers, power arrangements, parking information and the deadline for visitor registration.
Prepare aquarium water and test equipment before fish arrive. Check filters, heaters, air pumps, lighting, water tests and water conditioner for every display that needs them; do not discover a missing extension cord during setup.
Plan fish transport as a separate time-critical job. Label crates and materials, keep coolers, water containers, nets and handtrucks together, and allow enough setup time for tanks to settle before visitors enter.
Print the participant list, information signs and exhibitor materials before the final day. Set up the registration desk with payment terminals or cash registers, while catering and reusable cups, coffee cups, plates and cutlery are ready before doors open.

Frequently asked questions

How far in advance should I organise an aquarium fair?: Start securing the venue and fair date several months ahead, especially if you need many exhibitors. Aim to close visitor registration and print the participant list at least 2 to 3 days before the event.
What equipment do I need for aquarium fair exhibitors?: Plan aquarium stands, aquariums, filters, heaters, lighting, air pumps, air stones, nets, buckets, water containers and water-testing supplies. Confirm the number of power outlets and reserve extension cords and power strips before assigning stands.
When should aquarium water be prepared?: Prepare and test the water before fish transport and complete a final equipment check on setup day. Allow at least several hours for tanks, filters and heaters to be checked before visitors arrive.
When should exhibitor instructions be sent for an aquarium fair?: Send them at least 7 days before the fair, and earlier if exhibitors need special power, parking or unloading arrangements. Ask for dietary requirements and registration details before the final catering order.

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.