Bike fair checklist: what to arrange and when

A bike fair needs more than exhibitors and a venue. You must coordinate stand assignments, registrations, promotion, power, equipment and a smooth arrival process for both exhibitors and visitors. Start with the layout and exhibitor contacts, then open registrations and confirm the programme before printing badges and signs. In the final week, check every power outlet, prepare tools and bike services, and confirm who opens the venue, manages registration and controls the loading area.

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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
Create the trade show floor plan
2 people
Contact cycle exhibitors
2 people
Register exhibitors
2 people
Assign pitch locations
2 people
Make reservations
Draft invitations
2 people
Send invitations
2 people
Open online registrations
Post promotion on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Send exhibitor information
Finalize the program
2 people
Assign volunteers
2 people
Prepare name badges
2 people
Print signage
Check power outlets
2 people
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Prepare exhibitor reception
2 people
Set up tables
4 people
Set up chairs
3 people
Install bike racks
3 people
Mark exhibitor booths
2 people
Welcome exhibitors
3 people
Unload stand materials
4 people
Set up bicycles safely
4 people
Hang up decorations
2 people
Hang up signage
2 people
Set up registration desk
2 people
Test the equipment
2 people
Set up coffee station
2 people
Set out snacks
3 people
Check toilets
Conduct a safety check
2 people
Brief Team at the Entrance
3 people

Event

Open the doors
2 people
Register visitors
3 people
Distribute program
2 people
Support exhibitors
2 people
Supervise bike test rides
3 people
Guide technical demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Take photos
Answer visitor questions
2 people
Handle announcements
Announce the last visitors
Have exhibitors dismantle their booths
3 people
Collect lost and found items

Aftercare

Collect registration materials
2 people
Remove bikes and racks
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Wash dishes
3 people
Chill leftovers
2 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Count materials
2 people
Return materials
2 people
Process exhibitor invoices
Return lost property
Send thank-you message
Share photos with exhibitors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Registration desk
Stoolsqty 12
High tablesqty 6
Bicycle racksqty 12
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Printer
Payment terminalqty 2
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Bike pumpsqty 4
Basic tool kitsqty 4
Tire leversqty 8
Master keysqty 2
Bike repair standsqty 4
Presentation screen
HDMI cablesqty 3

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 16

Decorations

Trade show bannersqty 6
Buntingqty 8
Tableclothsqty 24
Name badge holdersqty 40
Directional signsqty 18
Adhesive stripsqty 4

Lighting

LED work lightsqty 6
String lightsqty 8
Batteriesqty 24

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Create the floor plan before assigning stands. Mark tables, bicycle racks, clothing racks, presentation space and clear routes, then send each exhibitor their stand details before the event week.
Set a firm registration deadline at least 7 days before the fair. Use the final list to prepare name badges, process dietary requirements and estimate coffee, tea, water and snacks.
Check electricity in every exhibitor and presentation area 2–3 days beforehand. Test extension cords, power strips, charging stations, the sound system, microphone, presentation screen and HDMI cables together.
Prepare a small repair point rather than assuming exhibitors bring everything. Keep bike pumps, basic tool kits, tyre levers and bike mounting stands together, with one named volunteer responsible for them.
Plan opening and loading separately. Block off the loading zone before exhibitors arrive, assign at least 2 people to guide unloading, and open registration early enough to avoid a queue at the single registration table.

Frequently asked questions

How far in advance should I organise a bike fair?: Start contacting cycle exhibitors and confirming the venue at least 8–12 weeks before the fair. Finalise the programme, volunteer rota and exhibitor information no later than 7 days beforehand.
When should I open registrations for a bike fair?: Open online registration once the date, location and basic programme are confirmed, usually 4–6 weeks before the event. Close or review registrations 7 days before the fair so badges, seating and refreshments can be prepared.
What equipment do I need for a bike fair?: Allow for registration equipment, presentation and audio equipment, power distribution, charging points and bike-service tools. Check every outlet 2–3 days before opening and test the laptop, tablets, printer, payment terminal, microphone and screen.
How many volunteers are needed for a bike fair?: Plan at least 1 volunteer for registration, 2 for exhibitor unloading and directions, and 1 person for the programme or technical setup. Add extra cover if several exhibitors arrive at the same time or if the fair runs for more than 4 hours.

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.