Camper fair checklist: what to arrange and when

A camper fair needs more than a list of exhibitors and a row of stands. You need a clear registration process, enough time for exhibitors to bring in campers and displays, and a layout that keeps visitor routes open. Start by fixing the date, opening hours and venue, then work through exhibitor communication, visitor registration, catering and equipment. Use the final week to confirm details by phone, check the forecast and prepare badges, floor plans and printed information.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and opening hours
2 people
Confirm the venue and room layout
2 people
Compile exhibitor list
2 people
Send invitations
2 people
Open the registration form
Contact exhibitors
2 people
Assign Booth Space
2 people
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Reserve presentation equipment
Order catering
2 people
Have printed materials made
Print floor plan
Send exhibitor information
Check visitor registration
2 people
Prepare name badges
2 people
Confirm exhibitors by phone
2 people
Check the weather forecast
Do the shopping
3 people
Bring materials to the venue
4 people
Welcome exhibitors
3 people
Set up the entrance and reception desk
3 people
Build exhibitor stands
8 people
Position camper presentations
4 people
Set up tables and chairs
4 people
Check power outlets
2 people
Set up the presentation area
3 people
Hang up signage
3 people
Hang up decorations
2 people
Set up the registration desk
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Chill drinks
2 people
Test presentation materials
2 people
Clear emergency routes
2 people
Briefing for reception team
3 people
Give exhibitor briefing
3 people

Event

Welcome visitors
4 people
Register sign-ups
3 people
Hand out name badges
2 people
Support exhibitors
3 people
Facilitate presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep booth aisles clear
2 people
Answer visitor questions
2 people
Handle Photo Coverage
Inform last visitors
2 people
Check out exhibitors
3 people

Aftercare

Take down camper presentations
4 people
Dismantle exhibitor stands
8 people
Wash dishes
3 people
Chill leftover catering
2 people
Collect waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Remove decorations and signage
3 people
Return materials
4 people
Return rental items
2 people
Collect lost and found items
Call exhibitors back
2 people
Send thank-you message
Collect visitor feedback
Share photos with exhibitors
Check Unpaid Invoices
Process final settlement

What to bring

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

Furniture

High tablesqty 8
Tablesqty 12
Chairsqty 80
Presentation tableqty 2
Coat racksqty 2
Waste binsqty 10

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Cable reelsqty 3

Lighting

LED lampsqty 12
Mood lightingqty 4

Decorations

Bannersqty 6
Flagsqty 12
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Chalkboardsqty 6
Plantsqty 8

Stand materials

Party tentsqty 4
Back wall panelsqty 12
Brochure holdersqty 20
Display standsqty 8
Power splittersqty 10
Cable matsqty 12

Registration

Registration desk
Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 4
Pensqty 30
Cash box
Payment terminal

Printed materials

Floor plansqty 200
Program leafletsqty 200
Exhibitor badgesqty 30
Directional signsqty 20
Tapeqty 8
Cable tiesqty 100

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Knivesqty 6
Small bowlsqty 12

Cleaning

Cleaning bucketsqty 4
Broomsqty 3
Floor squeegeesqty 2
Vacuum cleanerqty 2
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the exhibitor deadline before opening visitor registration. You need the final exhibitor list to assign booth spaces, print the floor plan and prepare exhibitor information without last-minute changes.
Build the floor plan around camper access and visitor flow, not only table capacity. Mark presentation areas, reception, coat racks, waste bins and cable routes before exhibitors arrive.
Confirm presentation technology at least 7 days before the fair. Check the laptop, projector, screen, speakers, microphone, extension cords and power strips together rather than discovering a missing connection during setup.
Order catering only after you have a reliable registration count and dietary requirements. Keep a separate final count for exhibitors, staff and visitors so food and seating are not planned from one rough estimate.
Set an arrival schedule for exhibitors on the event day. Allow enough time to bring materials to the venue, build stands, position camper presentations and test lighting and power before visitors enter.

Frequently asked questions

How far in advance should I organize a camper fair?: Start at least 8 to 12 weeks before the fair. Confirm the venue and opening hours first, then allow time for exhibitor invitations, registrations, booth assignments, catering and printed materials.
When should exhibitors receive their booth assignment?: Send booth assignments once registrations are stable, ideally 2 to 3 weeks before the event. Include the floor plan, arrival time, stand requirements, power information and a contact number for event day questions.
How many presentation equipment checks are needed before a camper fair?: Do one full equipment test at least 7 days before opening and a second test during setup on the event day. Test the laptop, projector, screen, speakers, microphone and every cable or power strip used.
When should I confirm camper fair exhibitors by phone?: Call unconfirmed exhibitors 7 to 10 days before the fair. Recheck their attendance, arrival time, booth needs and presentation details, then update the floor plan and visitor information if anything changes.

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.