Boat show organising checklist

A boat show needs more than exhibitor bookings and a row of stands. You need a clear floor plan, accurate registration details, practical arrival information and enough time to set up tables, booth walls, signs and refreshments. Start with the date, opening hours and exhibitor registration, then work towards the visitor experience and event-day setup. This checklist helps you keep the 52 planning tasks and 47 required items in sequence, including details that are easy to leave until the last minute.

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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

Publish the date and opening hours
Send invitations
2 people
Open registrations
Register exhibitors
2 people
Update participant list
Collect dietary requirements
Order catering
Send parking information
Create a floor plan of the booths
2 people
Assign stand numbers
2 people
Send exhibitor information
Prepare name badges
2 people
Print signage
Check stock
2 people
Do the shopping
2 people
Prepare promotional materials
2 people
Sort name tags
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set up booth walls and displays
4 people
Mark exhibitor booths
2 people
Check the lighting
2 people
Hang up signage
2 people
Set up high tables and seating areas
3 people
Set up coffee and drinks station
3 people
Conduct a safety check
2 people
Welcome exhibitors
3 people
Help exhibitors with setup
4 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Guide exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Remove litter around the stands
2 people
Check toilets
Answer visitor questions
2 people
Inform last visitors
2 people

Aftercare

Guide exhibitors during teardown
4 people
Collect furniture
4 people
Remove displays and decorations
3 people
Wash dishes
2 people
Collect and sort waste
3 people
Clean the venue
4 people
Sort leftover catering
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away unused drinks
2 people
Archive registration lists

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
High tablesqty 12
Counter tableqty 2
Tableclothsqty 32
Waste binsqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 12
Power stripsqty 12
Mobile phonesqty 4
Walkie-talkiesqty 6
Cable reelsqty 4
Payment terminalqty 2
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Flashlightsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 6

Decorations

Booth numbersqty 30
Table décorqty 20
Buntingqty 8
Announcement signsqty 10
Directional signsqty 20
Name badge holdersqty 80

Promotion

Name badgesqty 250
Wristbandsqty 400
Floor plansqty 350
Program cardsqty 350
Pensqty 30
Clipboardsqty 6

Lighting

LED lampsqty 12

Safety

First aid kitsqty 2
Cable matsqty 12
Warning tapeqty 4
Fire extinguishersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the date, opening hours and registration process before sending invitations. Keep the participant list updated as exhibitors register, so stand numbers, badges, catering and exhibitor information are based on the same data.
Create the booth floor plan before assigning stand numbers. Allow clear routes between displays, mark every booth visibly and send exhibitors their stand information early enough for corrections.
Collect dietary requirements with registration rather than when ordering catering. For drinks, chill stock before doors open and prepare coffee, snacks, plates, glasses and serving equipment at the same time.
Test the registration desk before setup is finished: check the laptop, printer, payment terminal, name badge holders and printed badges together. Keep spare extension cords, power strips and a cable reel available for stands and service points.
Walk through the venue after signage is hung, including the entrance, registration desk, toilets, parking route and exhibitor area. Directional signs that look obvious to the organising team are often missing at the first decision point visitors reach.

Frequently asked questions

How far in advance should I organise a boat show?: Start the main planning at least 8 to 12 weeks before the show. Publish the date and opening hours first, then open registrations, register exhibitors and confirm the floor plan and catering as numbers become reliable.
When should exhibitors receive their boat show stand numbers?: Send stand numbers and exhibitor information at least 2 weeks before the event. This gives exhibitors time to check their details and lets you update signage, badges and the booth layout before printing.
How many days before a boat show should I order catering?: Confirm catering 7 to 10 days before the show, after collecting dietary requirements. Recheck the final participant count 2 to 3 days beforehand so quantities, drinks and tableware match expected attendance.
When should I set up a boat show registration desk?: Set up and test the registration desk on the day before the show when the venue allows it, or at least 2 hours before opening. Check the laptop, printer, badges, payment terminal and power connections before exhibitors and visitors arrive.

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.