Business fair checklist: what to arrange and when

A business fair needs more than a room and a list of exhibitors. You need time to confirm companies, process visitor registrations, assign stalls and match furniture and equipment to the floor plan. This checklist also covers details that are easy to leave too late, such as dietary requirements, parking information, name badges, booth numbers and working presentation equipment. Use it to organise the fair in a clear sequence, from booking the venue to checking materials on the day.

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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

Reserve venue
Record date and times
2 people
Invite companies
2 people
Inviting students
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check company details
2 people
Assign stalls
2 people
Confirm exhibitors
Order catering
Reserve furniture
Reserve equipment
Create floor plan
2 people
Compile program
2 people
Send parking information
Send visitor information
Prepare name badges
2 people
Print booth numbers
Print direction signs
Print attendance sheets
Collect price lists
Gather promotional materials
2 people
Do the shopping
2 people
Check materials
2 people
Fill coolers
2 people
Sort printed materials
2 people
Remind exhibitors

Event

Open venue
2 people
Check rooms
2 people
Receive deliveries
2 people
Set up tables
4 people
Set up chairs
3 people
Place booth numbers
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up coffee station
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Hang up decorations
3 people
Put up route signs
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Hand out name badges
2 people
Deliver booth materials
3 people
Carry out final stand check
2 people
Register visitors
4 people
Welcome visitors
3 people
Deliver the opening presentation
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Guide visitor flow
3 people
Facilitate presentations
2 people
Answer questions at the information desk
2 people
Empty trash bins
2 people
Check toilets
2 people
Guide the photo moment
Do final round along booths
2 people
Announce the closing
See visitors out
3 people
Check out exhibitors
3 people

Aftercare

Collect lost and found items
2 people
Catering breakdown
3 people
Switch off the equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
4 people
Pack up materials
3 people
Lock up the venue
2 people
Return rental items
2 people
Store leftover stock
2 people
Call lost and found
Thank the companies
2 people
Thank visitors
Archive photos and documents

What to bring

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

Furniture

Information desksqty 3
Market stall tablesqty 40
Foldable tablesqty 8
Chairsqty 120
High tablesqty 12
Clothes racksqty 4
Bollardsqty 12
Tableclothsqty 48

Equipment

Laptopsqty 3
Screensqty 3
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 15
Chargersqty 6
Power banksqty 4
Cable traysqty 10
Presentation clickersqty 2
Label printersqty 2
Handheld scannersqty 3
Walkie-talkiesqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Washing-up bowlsqty 3

Decorations

Company name signsqty 40
Stand number signsqty 40
Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 4
Photo backdrop
Adhesive stripsqty 100
Tapeqty 8
Scissorsqty 6
Cable tiesqty 200

Lighting

LED light stringsqty 8
LED table lampsqty 12
Spare batteriesqty 24

Catering

Groceries

Cleaning

Dustpan and brushqty 4
Floor squeegeesqty 3
Bucketsqty 6
Broomqty 4
Mopqty 4
Waste binsqty 12
Litter pickersqty 3

Office

Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 12
Attendance listsqty 20
Name badgesqty 180
Wristbandsqty 400
A4 printing paperqty 3
Information leafletsqty 400
Notepadsqty 100

Safety

First aid kitsqty 2
Floor markingsqty 6
Cable labelsqty 2

Tips

Set the venue, date and opening hours before inviting companies or students. Keep the registration form open long enough to process registrations and collect dietary requirements before ordering catering.
Confirm exhibitors after checking their company details, then assign each one a stall number. Send the final floor plan and booth numbers early enough for companies to prepare price lists and promotional materials.
Test every laptop, screen, projector, microphone and speaker before the fair, not just on the morning itself. Check extension cords, power strips, cable trays, chargers and presentation clickers in the same test.
Print name badges, attendance sheets, direction signs and booth numbers with spare copies. A small reserve prevents a missing registration or damaged sign from slowing down the entrance.
Match catering quantities to the registration list and check the serving setup in advance. Coffee machines, kettles, thermos flasks, cups, glasses, plates and cutlery are easy to arrange separately but easy to forget as a complete service.

Frequently asked questions

How far in advance should I organise a business fair?: Start at least 8 to 12 weeks before the fair. Book the venue first, then invite companies and students, open registration and leave time to confirm exhibitors and order catering and equipment.
When should I assign stalls at a business fair?: Assign stalls after checking company details and before sending the final visitor information. Aim to complete the floor plan and booth numbers at least 1 to 2 weeks before the event.
How many exhibitors can fit in a business fair venue?: There is no fixed number without the room dimensions and stall layout. Measure the available floor area, reserve space for information desks, aisles, chairs and equipment, and keep access routes clear before confirming the exhibitor count.
When should I send parking and visitor information?: Send parking information and visitor instructions 5 to 7 days before the fair, then resend the essential details in the registration confirmation or reminder. Include arrival time, entrance information and any items visitors need to bring.

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.