Architecture fair checklist: what to arrange and when

An architecture fair needs more than confirmed exhibitors and a room full of tables. You need a workable floor plan, clear visitor information, exhibitor instructions, badges, signage and enough power for laptops and lighting. Start with the date and venue, then build the exhibitor list and registration process before ordering printed materials. In the final days, check dietary requirements, collect badges and route information, sort materials and prepare the entrance and exhibition floor.

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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

Confirm date and location
Prepare floor plan for the trade fair
2 people
Compile exhibitor list
2 people
Draft invitations
Send invitations
Open the registration form
Process registrations
Confirm exhibitors
2 people
Publish visitor information
Collect dietary requirements
Book catering
Reserve furniture
Order print materials
Have trade show signs printed
Send exhibitor instructions
Assess power requirements
Check badge details
Prepare badges
2 people
Check the route directions
Do the shopping
2 people
Pick up printed materials
Sort materials
2 people
Open venue
2 people
Protect the floor and entrance
2 people
Set out the exhibition floor
2 people
Set up tables
3 people
Set up chairs
2 people
Set up presentation walls
3 people
Number exhibitor booths
2 people
Connect power points
2 people
Cover cables safely
2 people
Check the lighting
2 people
Set up registration desk
2 people
Hang up signage
2 people
Welcome exhibitors
3 people
Hand out exhibitor materials
2 people
Check exhibitor booths
3 people
Set up the coffee station
2 people
Set out snacks
2 people
Brief the registration team

Event

Open the doors
2 people
Register visitors
3 people
Hand out the program and map
2 people
Support exhibitors
2 people
Guide visitor flow
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
Check toilets
Check stock
Inform last visitors
2 people
Have exhibitors dismantle their booths
3 people
See visitors out
2 people

Aftercare

Collect exhibitor materials
3 people
Stack tables and chairs
3 people
Dismantle presentation walls
3 people
Switch off equipment
2 people
Remove cables
2 people
Sort waste
2 people
Wash dishes
2 people
Clean coffee station
Clean the expo floor
3 people
Check the Restrooms
Hand over the venue
2 people
Return rental items
2 people
Store leftover materials
2 people
Store unused groceries
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 24
Chairsqty 80
Presentation wallsqty 24
Pedestalsqty 12
Bar stoolsqty 12
Clothes racksqty 4
Waste binsqty 8
Bollardsqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Wine glassesqty 120
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Laptopsqty 3
Label printersqty 2
Power stripsqty 18
Extension cordsqty 18
Cable traysqty 24

Lighting

Standing exhibition lampsqty 24
LED lampsqty 12

Decorations

Plantsqty 24
Tablecloth setsqty 24
Name badge holdersqty 30
Directional signsqty 16
Entrance banner

Office

Visitor badgesqty 500
Exhibitor badgesqty 100
Badge holdersqty 600
Lanyardsqty 600
Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 120
Labelsqty 300
Rolls of tapeqty 12
Scissor setsqty 6
Cable tiesqty 200
Program leafletsqty 500
Trade fair floor plansqty 500
Exhibitor formsqty 100

Cleaning

Broom setsqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Kitchen

Pitchersqty 12
Thermos flasksqty 8
Serving tongsqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Knivesqty 8
Coolersqty 4

Catering

Groceries

Tips

Create the floor plan before reserving furniture. Mark exhibition tables, presentation walls, pedestals, bar stools and clear visitor routes, then check that the layout still works with entrance signage and waste bins.
Ask exhibitors for power requirements when they confirm. Count laptops, lamps and other equipment by stand, then provide enough power strips, extension cords and cable trays before setup day.
Set a deadline for dietary requirements at least 7 days before the fair. Use the final numbers to book catering and match coffee cups, drinking glasses, wine glasses, plates and cutlery to the service plan.
Prepare badges only after checking every registration and exhibitor detail. Print a small reserve batch, keep badge holders together and place visitor badges at the entrance rather than leaving them in unsorted boxes.
Do a route and entrance check before opening the venue. Put up the entrance banner and directional signs, protect the floor and entrance, and collect printed materials early enough to sort them before exhibitors arrive.

Frequently asked questions

How far in advance should I organise an architecture fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow time for exhibitor confirmations, registrations, catering, furniture, print materials and signage.
When should I send architecture fair invitations?: Send the first invitations 6 to 8 weeks before the event and keep registration open for several weeks. Close or review registrations at least 7 days before the fair so badges, catering and visitor information can be finalised.
How do I plan the layout for an architecture fair?: Draft the floor plan before ordering or reserving furniture, usually 4 to 6 weeks in advance. Include each exhibitor’s table or display area, presentation walls, pedestals, visitor routes, power access and emergency clearance.
What should I check the day before an architecture fair?: Check badges, exhibitor instructions, route directions, printed materials, catering numbers and power equipment the day before. Sort materials into labelled groups and confirm that the venue can be opened in time for floor protection and 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.