Caravan accessories fair checklist

A caravan accessories fair needs more than a row of tables and a date on the calendar. You need time to recruit exhibitors, process registrations, draw the booth and parking layouts, and confirm practical details such as power access and dietary requirements. Use this checklist to work from the first announcement through event-day setup. It also covers the details that are easy to leave until the last minute, including badges, wristbands, programs, signage, chilled drinks and safe cable routes.

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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 program
Invite exhibitors
2 people
Open the registration form
Post promotion on social media
Distribute flyers
2 people
Confirm exhibitors
Process registrations
2 people
Collect dietary requirements
Record the parking layout
Create the booth layout
2 people
Inform exhibitors
Book catering
Check power outlets
2 people
Prepare signage
2 people
Prepare name badges
Print programs
Sort wristbands
Prepare the cash register
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
3 people
Block off the entrance
2 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Connect power supply
2 people
Hang lighting
2 people
Place booth numbers
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Assign stand locations
3 people
Set up product tables
6 people
Set up the register and reception desk
2 people
Set up the catering buffet
3 people
Set up drink points
2 people
Set up signage
2 people
Check toilets

Event

Staff the entrance desk
2 people
Welcome visitors
3 people
Hand out programs
2 people
Arrange parking assistance
2 people
Support exhibitors
2 people
Guide product demos
2 people
Serve catering
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets periodically
Keep the rest area tidy
Assist at the photo spot
Staff the information desk
2 people
Register lost and found items
Inform last visitors
2 people
Close the entrance desk
2 people
Check out exhibitors
2 people
Have the products loaded
4 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Remove lighting
2 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
3 people
Sort materials
2 people
Store materials
3 people
Return borrowed items
2 people
Check leftovers
Handle lost and found
Send thank-you message to exhibitors

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 30
Bistro tablesqty 8
Folding chairsqty 40
Bar stoolsqty 12
Coat racksqty 2
Bollardsqty 12
Coat hangersqty 80

Equipment

Coolersqty 6
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Laptopsqty 2
Payment terminalsqty 2
Cash registersqty 2
Walkie-talkiesqty 6
Handheld microphonesqty 2
Speakersqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
LED lampsqty 12
Desk lampsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Entrance banner
Table signsqty 30
Tableclothsqty 30
Flower arrangementsqty 6
Photo backdrop
Photo propsqty 12
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 200
Directional signsqty 12
Program leafletsqty 200
Pensqty 20
Clipboardsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 20
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Cooler thermometersqty 3

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Set the date and publish the program before inviting exhibitors, then give exhibitors a clear registration deadline. After registrations close, confirm every exhibitor and use the final list to build the booth layout.
Draw the booth layout and parking layout before bringing furniture to the venue. Allow space for party tents, foldable tables, visitor movement and an entrance route that can be blocked off safely when setup is underway.
Check power outlets before the fair, not on the morning itself. Match extension cords, power strips and cable reels to the booth plan, and keep cables out of walking paths.
Book catering after collecting dietary requirements, then schedule shopping, snack preparation and drink chilling so they finish before exhibitors and visitors arrive. Keep coolers ready for drinks and avoid leaving food delivery until setup is busy.
Prepare name badges, printed programs, wristbands, table signs and the entrance banner in separate labelled bundles. Test the cash registers and payment terminals, charge laptops, microphones, walkie-talkies and power banks, and pack them with the equipment they belong to.

Frequently asked questions

How far in advance should I invite exhibitors to a caravan accessories fair?: Send the first exhibitor invitations at least 8 to 12 weeks before the fair. Set a registration deadline around 4 weeks before the event so you still have time to confirm exhibitors and finish the booth layout.
When should I create the booth and parking layouts?: Create both layouts as soon as registrations are processed, ideally 3 to 4 weeks before the fair. Recheck them after exhibitor confirmations and send the final information before event week.
How early should I check power for caravan fair booths?: Check the available power outlets at least 2 weeks before the fair. On setup day, place extension cords, power strips and cable reels according to the layout and test each required connection before opening.
When should drinks, snacks and catering be prepared?: Confirm catering after dietary requirements are collected, usually 2 to 3 weeks before the event. Chill drinks and prepare snacks on the event day early enough to finish before setup and visitor arrival, generally 1 to 2 hours beforehand.

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.