Bike fair checklist: what to arrange and when

A bike fair needs more than tables and exhibitors. You need a clear registration process, a workable floor plan, reliable power, visitor directions and a schedule for deliveries and setup. Start by confirming the venue and exhibitor list, then build the layout and operational plan around the stands. This checklist helps you keep the practical work in sequence, including the details that are often left until the final week.

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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

Create exhibitor list
2 people
Publish registration form
Send invitations
2 people
Reserve venue
Reserve furniture
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Order catering
Set up the floor plan
2 people
Create a power plan
2 people
Record parking information
Create exhibitor guide
2 people
Assign stand numbers
2 people
Create the program
2 people
Collect exhibitors' logos
Create parking and direction signs
2 people
Send visitor reminder
Send exhibitor information
Purchase materials
3 people
Do the shopping
2 people
Plan delivery reception
Print registration lists
Prepare name badges
2 people
Assemble exhibitor folders
2 people
Prepare table numbers
Charge registration tablets
Prepare the coffee and tea station
2 people
Store catering chilled
2 people
Brief the setup team

Event

Open venue
2 people
Receive deliveries
3 people
Set up tables and chairs
5 people
Install bike racks
3 people
Apply stand numbers
3 people
Connect power
3 people
Cover cables safely
2 people
Set up the entrance desk
2 people
Set up the information desk
2 people
Hang up signage
3 people
Hang up decorations
3 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Welcome exhibitors
3 people
Take exhibitors to their booths
3 people
Check equipment
2 people
Open the entrance and cloakroom
3 people
Register visitors
4 people
Inform visitors
2 people
Manage the cloakroom
2 people
Monitor visitor flow
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Providing announcements
Close visitor desk
2 people
Check out exhibitors
3 people
Guide visitors to the exit
2 people

Aftercare

Collect tableware
3 people
Store catering securely
2 people
Collect stand materials
4 people
Remove decorations
3 people
Stack tables and chairs
4 people
Sort waste
3 people
Leave venue spotless
4 people
Wash dishes
3 people
Clean equipment
2 people
Count materials
2 people
Return borrowed materials
3 people
Store leftover catering
2 people
Register lost property
Handle visitor questions
Collect exhibitor invoices
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 30
Chairsqty 80
Registration tablesqty 2
Information desk
Lounge armchairsqty 6
Clothes racksqty 2
Bicycle Racksqty 40
Waste binsqty 10
Presentation cubesqty 12

Equipment

Registration tabletsqty 2
Payment terminal
Printer
Extension cordsqty 8
Power stripsqty 20
Cable matsqty 20
Walkie-talkiesqty 6
Bluetooth speaker
Power banksqty 4

Kitchen

Coffee machinesqty 3
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 12
Storage boxesqty 12
Serving tongsqty 6

Tableware

Reusable cupsqty 250
Glassesqty 150
Platesqty 250
Cutlery setsqty 250

Decorations

Trade show bannerqty 2
Booth bannersqty 10
Directional signsqty 20
Booth numbersqty 30
Adhesive hooksqty 50
Cable tiesqty 200
Name card holdersqty 100
Wristbandsqty 250

Lighting

LED work lightsqty 6

Sports equipment

Bike pumpsqty 4
Multi-toolsqty 4
Bicycle standsqty 10
Ratchet strapsqty 12

Cleaning

Vacuum cleaner
Mop setsqty 2
Broomsqty 3
Dustpansqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set a firm exhibitor-registration deadline at least 3–4 weeks before the bike fair. You need enough time to confirm exhibitors, assign stand numbers, collect logos and dietary requirements, and prepare the exhibitor guide.
Draw the floor plan before reserving furniture or ordering materials. Mark exhibition tables, bicycle racks, registration tables, presentation cubes, clothing racks and clear visitor routes so stands do not block entrances or exits.
Create the power plan at least 10 days before setup. Count every powered item, then allow for extension cords, power strips, cable mats and power banks; label each connection so exhibitors are not troubleshooting cables at the opening.
Send exhibitors one information pack 5–7 days before the fair. Include their stand number, arrival time, unloading instructions, parking information, floor plan, power arrangements and what they must bring themselves.
Plan delivery reception and registration separately from visitor entry. Prepare printed registration lists, name badges and registration tablets, and keep a printer, payment terminal, walkie-talkies and spare charging options available at the registration area.

Frequently asked questions

How early should I start organising a bike fair?: Start at least 8–12 weeks before the event. Use the first weeks for the venue, exhibitor list, registration form and invitations; leave the final 2 weeks for the floor plan, catering, signage and operational checks.
When should exhibitors receive their stand numbers and event information?: Send confirmed stand numbers and the exhibitor guide 5–7 days before the bike fair. Earlier confirmation is useful, but late changes to the layout, power plan or parking instructions should be included in one final update.
How much catering should I order for a bike fair?: Confirm the final guest and exhibitor count 5–7 days before ordering. Add roughly 10% to the confirmed number for drinks and light refreshments, and use the collected dietary requirements to avoid ordering unsuitable food.
What should be checked on the bike fair setup day?: Complete the main setup check at least 2 hours before doors open. Test registration tablets and the payment terminal, check every power connection, place signage and bicycle racks, confirm deliveries, and walk the visitor route from parking to registration.

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.