Bathroom Fair Checklist: What to Arrange and When

A bathroom fair needs more than exhibitor bookings and product displays. You need a confirmed floor plan, clear pitch locations, working demonstration models, product information, visitor registration and a timed programme. This checklist follows the practical order: secure the date and suppliers first, then prepare exhibitors, signage, equipment and visitor materials. It also covers details that are often left until the final week, such as dietary requirements, price lists, badges, presentations and press updates.

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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
2 people
Create the trade fair map
2 people
Contact exhibitors
2 people
Record participating brands
2 people
Assign pitch locations
2 people
Inform exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the program
2 people
Schedule demonstrations
2 people
Confirm suppliers
Order catering
Order drinks
Select bathroom products
2 people
Collect product information
2 people
Check price lists
2 people
Design signage
Prepare name badges
Prepare visitor badges
2 people
Collect presentations
Check demonstration models
2 people
Print brochures
Post social media updates
Send press release
Print exhibitor list
Print the registration list
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Receive deliveries
3 people
Bring materials to the stands
4 people
Set up exhibition walls
4 people
Set up tables and chairs
4 people
Place demonstration pools
4 people
Connect lighting
2 people
Connect presentations
2 people
Distribute leaflets per booth
2 people
Lay out badges
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Conduct a safety check
2 people
Welcome exhibitors
2 people
Give the opening briefing
2 people
Register visitors
3 people
Hand out badges
2 people
Welcome visitors
2 people
Guide demonstrations
3 people
Start presentations
2 people
Serve catering
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Answer visitor questions
2 people
Prepare closing remarks
See visitors out
2 people

Aftercare

Check out exhibitors
2 people
Pack products securely
4 people
Switch off equipment
2 people
Take down the decorations
3 people
Dismantle furniture
4 people
Collect tableware
2 people
Wash dishes
2 people
Sort waste
2 people
Clean the venue
3 people
Collect lost and found items
Inventory materials
2 people
Return rental items
2 people
Store leftover products
2 people

What to bring

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

Furniture

Trade fair desk
Information desksqty 3
Tablesqty 18
Folding chairsqty 80
Bar stoolsqty 12
Lounge armchairsqty 8
Waste binsqty 12
Display wallsqty 24
Brochure racksqty 12
Presentation displaysqty 10
Clothes racksqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Projectorqty 2
Projection screensqty 2
Screensqty 6
Speakersqty 2
Microphonesqty 2
Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Power stripsqty 12
Extension cordsqty 12
Cable traysqty 30
Power banksqty 4
Label printer
Card machinesqty 3
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 6
Thermos flasksqty 4

Decorations

Booth coversqty 12
Plantsqty 20
Tableclothsqty 18
Name badgesqty 40
Badge holdersqty 250
Directional signsqty 12
Information boardsqty 10
Banner standsqty 8
Cable tiesqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Bread basketsqty 6
Coolersqty 4
Kitchen scalesqty 2

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Microfiber clothsqty 30

Catering

Groceries

Tips

Create the trade fair map before assigning pitches, then send each exhibitor their exact location with the setup instructions. This prevents last-minute changes to tables, display walls and presentation areas.
Set a firm deadline for exhibitor information at least 2 weeks before the fair. Collect brand details, product data, price lists, presentations and demonstration requirements together instead of chasing them during setup.
Schedule demonstrations with a start time, duration and named presenter. Check every demonstration model, projector, screen, microphone and speaker at least 1 day before visitors arrive.
Order catering and drinks from the registration numbers, then add a small buffer for walk-ins. Confirm dietary requirements before placing the catering order, and check that coffee machines, kettles, refrigerators and cups are ready.
Print visitor and exhibitor badges only after registrations and participating brands are final. Prepare signage, brochures, brochure racks, card machines and power equipment before the final setup window, not during opening hours.

Frequently asked questions

How far in advance should I contact bathroom fair exhibitors?: Contact potential exhibitors as soon as the date and location are confirmed, ideally at least 8 weeks before the fair. Set the registration deadline no later than 3 weeks before opening so you can assign pitches and print badges.
When should the bathroom fair floor plan be finished?: Finish the first floor plan before assigning exhibitor pitches, then lock the layout at least 2 weeks before the event. This gives you time to check tables, display walls, screens, power strips and cable routes.
How many drinks should I order for a bathroom fair?: Use the confirmed registration count as your base and plan about 2 to 3 drinks per visitor for the first hour, then around 1 drink per person for each additional hour. Add a small buffer for exhibitors, staff and late registrations.
When should I test bathroom fair demonstrations and presentations?: Check demonstration models and collect presentations at least 1 week before the fair. Test the projector, screens, laptops, microphones and speakers in the actual room at least 1 day before opening.

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