Business fair checklist: what to arrange and when

A business fair involves more than booking exhibitor booths and opening the doors. You need a reliable registration process, clear stand assignments, dietary information, catering, printed materials and a floor plan that keeps escape routes clear. This checklist helps you work through the preparation in order, from building the participant list to receiving deliveries and clearing the space after setup.

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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

Compile the participant list
Invite companies
2 people
Send invitations
Process registrations
Send confirmations
Collect dietary requirements
Arrange exhibitor booths
2 people
Assign stand numbers
Inform exhibitors
Confirm reservations
Order catering
Create the staff schedule
Coordinate deliveries
Work out the floor plan
2 people
Check escape routes
2 people
Design name badges
Print name badges
Prepare exhibitor folders
2 people
Print signage
Print program
Do the shopping
2 people
Collect fresh produce
2 people
Check materials
2 people
Receive deliveries
2 people
Clear space
4 people
Clean the floor and entrance
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Set up registration desk
2 people
Set up the presentation table
2 people
Build the catering buffet
3 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label diet meals
2 people
Lay out name badges
2 people
Set up signage
2 people
Check the lighting
2 people
Test equipment
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people
Carry out final stand check
2 people
Hold team briefing
6 people

Event

Open registration
3 people
Welcome visitors
3 people
Hand out name badges
2 people
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
Guide photo moments
Guide visitors out
2 people
Check out exhibitors
2 people

Aftercare

Catering breakdown
3 people
Collect materials
4 people
Clear tables and chairs
4 people
Dispose of waste
2 people
Clean the room
3 people
Wash dishes
2 people
Return equipment
2 people
Return furniture
2 people
Store remaining supplies
2 people
Send thank-you message

What to bring

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

Furniture

Standing tablesqty 25
Beer tablesqty 10
Chairsqty 120
Registration desk
Buffet tablesqty 4
Bar stoolsqty 12
Display wallsqty 25
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletqty 2
Printer
Cash drawer
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Presentation clicker

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120
Serving plattersqty 15
Serving tongsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving jugsqty 6
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 30
Plant decorationqty 12
Buntingqty 8
Name badge holdersqty 30
Information boardsqty 8
Photo backdrop

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Waste binsqty 10
Hand broomsqty 3
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries

Registration

Name badge holdersqty 150
Name badgesqty 150
Lanyardsqty 150
Pensqty 40
Clipboardsqty 6
Visitor formsqty 150
Exhibitor foldersqty 25
Wristbandsqty 150

Presentation

Program flyersqty 150
Floor plansqty 150
Flyer racksqty 30
A4 sheetsqty 30
Flip chartsqty 2
Markersqty 20
Tapeqty 10
Scissorsqty 6
Staplersqty 3
Staplesqty 10
Cable tiesqty 200
Cable tiesqty 100
Table numbersqty 25
Directional signsqty 12
Entrance banner
Roll-up bannersqty 4

Tips

Start with the participant list and invitation schedule. Allow at least two weeks to process registrations, send confirmations and collect dietary requirements before ordering catering.
Assign every exhibitor a stand number before sending final information. Share the floor plan, arrival instructions and delivery arrangements at least 7 days before the fair.
Plan the registration area separately from the exhibitor booths. Set up the desk with a laptop or tablet, printed name badges and a printer, and test the process before doors open.
Check the room layout in person before setup day. Leave escape routes unobstructed and confirm that extension cords, power strips, charging stations and presentation equipment can reach their users safely.
Schedule deliveries and fresh-produce collection for specific time slots, not simply ‘before the event’. Count tables, chairs, display walls, glasses and serving equipment as they arrive, then keep a shortfall list for immediate replacement.

Frequently asked questions

How early should I invite companies to a business fair?: Send the first invitations at least 6 to 8 weeks before the fair. Keep registration open for a defined period, then send confirmations and stand information no later than 7 days before the event.
When should I order catering for a business fair?: Order catering after registrations and dietary requirements have been checked, usually 7 to 10 days before the fair. Add a small buffer based on your confirmed attendance rather than ordering before you know the numbers.
How do I plan exhibitor booth assignments?: Create the floor plan before assigning stands, allowing space for registration, buffet tables, presentation equipment and clear escape routes. Send each exhibitor their stand number and setup details at least 7 days in advance.
What equipment should I test before a business fair?: Test the laptop, tablet, printer, projector, screen, wireless microphone, speakers and presentation clicker at least 1 day before the fair. Check every extension cord and power strip during the room setup, then keep charging stations accessible.

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.