Bike fair checklist: what to arrange and when

A bike fair involves more than booking a venue and inviting exhibitors. You need time to confirm suppliers, collect registrations, plan the booth layout, test payments and make the visitor route clear. This checklist puts the work in a practical order, from setting participant terms to picking up the venue keys. It also covers details that are easy to leave until the last day, such as dietary requirements, bicycle parking, name badges, floor plans and equipment checks.

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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 trade show date
Set participant terms
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Distribute promotional poster
3 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Develop the visitor route
2 people
Make reservations
Confirm bicycle suppliers
Create the volunteer schedule
2 people
Prepare parking information
Print floor plan
Prepare name badges
2 people
Print guest forms
Test the payment method
2 people
Mark the bicycle parking
2 people
Do the shopping
3 people
Check equipment
2 people
Inform exhibitors
Pick up venue keys
Fill coolers
2 people
Set out coffee supplies
2 people
Set up the registration desk
2 people
Set up tables
4 people
Set up chairs
3 people
Install bike racks
4 people
Hang up stand numbers
2 people
Place arrows and route signs
3 people
Set up presentation tables
3 people
Connect lighting
2 people
Test Sound System
2 people
Setting up the coffee station
2 people
Prepare snacks
3 people
Place waste stations
2 people
Check toilets
Welcome exhibitors
3 people
Hand out badges to exhibitors
2 people
Guide cyclists to stands
4 people
Conduct final safety check
2 people

Event

Open the entrance
3 people
Register visitors
3 people
Inform visitors
2 people
Support exhibitors
2 people
Supervise the bicycle test route
3 people
Monitor traffic flow
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Refill coolers
2 people
Turn on evening lighting
Handle announcements
Inform last visitors
2 people
Close entrance
3 people

Aftercare

Check out exhibitors
3 people
Guide bikes to the charging point
4 people
Take down materials
5 people
Take down bike racks
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return rented materials
3 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 28
High tablesqty 8
Folding chairsqty 80
Entrance desk
Bar stoolsqty 12
Bicycle Racksqty 20
Storage racksqty 6
Clothes racksqty 4

Equipment

Cash register terminalsqty 2
Card machinesqty 2
Laptopqty 2
Printer
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 6
Bike pumpsqty 4
Multi-toolsqty 4
Work standsqty 3
Bike helmets for test ridesqty 20
Laptop locksqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
LED table lampsqty 8
Flashlightsqty 6

Decorations

Stand number signsqty 30
Route arrowsqty 20
Information boardsqty 10
Promotional bannersqty 6
Wayfinding standsqty 10
Tableclothsqty 30
Name badge holdersqty 80
Name badgesqty 100
Cable tiesqty 200
Gaffer tapeqty 8

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Serving plattersqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Hand spray bottlesqty 6

Safety

Crowd control barriersqty 12
Non-slip matsqty 10
Cable traysqty 20
Reflective vestsqty 12
First aid kit
Fire extinguishersqty 4

Catering

Groceries

Tips

Set the exhibitor terms before publishing registration. Include the booth size, access times, payment arrangements and the deadline for confirming participation so you are not resolving basic questions during setup.
Close registration early enough to create the booth layout and visitor route. Allow at least 7 days to place exhibitors, print the floor plan, prepare name badges and send final instructions.
Test every payment terminal and card machine at the venue before opening. Bring charging cables, extension cords and power strips, and keep a backup payment method ready in case the main connection fails.
Treat bicycle parking and test rides as separate planning points. Mark the bicycle racks clearly, provide helmets for test rides, and place pumps, multi-tools and work stands where visitors and exhibitors can find them quickly.
Do the equipment check before collecting the venue keys, not after the first exhibitors arrive. Test the laptop, printer, microphone, sound system and lighting, then label shared equipment so it returns to the right place.

Frequently asked questions

How far in advance should I organise a bike fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and participant terms first, then contact exhibitors, open registration and allow time to process entries before creating the final layout.
When should bike fair registration close?: Close registration at least 7 days before the event. That gives you time to collect dietary requirements, confirm exhibitors, print guest forms and name badges, and send the final floor plan.
How many payment terminals do I need for a bike fair?: Plan one active payment terminal for each busy sales or registration point, plus one tested backup if possible. Check the connection, charging cables and payment method at least 1 day before opening.
When should I set up the bike fair venue?: Allow at least 3 to 4 hours for setup, depending on the number of booths. Collect the keys early enough to place tables, chairs, racks, signs and route arrows before exhibitors begin unloading.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.