Caravan fair checklist: what to arrange and when

A caravan fair involves more than booking a site and inviting exhibitors. You need a workable pitch plan, reliable power, visitor registration, catering and a clear setup schedule before the first caravan arrives. This checklist follows the practical order: fix the date and layout, confirm exhibitors, prepare visitor information, then check the grounds and equipment on site. It also covers details that are easy to leave until the last day, such as parking instructions, dietary requirements, badges and payment devices.

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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

Set the fair date and location
2 people
Prepare floor plan for the trade fair
2 people
Contact exhibitors
2 people
Assign Booth Space
2 people
Confirm exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Book catering
2 people
Check power outlets
2 people
Register caravans and campers
2 people
Gather demonstration materials
2 people
Order promotional materials
Print the map and program
2 people
Prepare name badges
2 people
Test visitor registration
2 people
Check the shopping list
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Check the grounds and entrance
2 people
Set out pitches
3 people
Set up tables and chairs
4 people
Set up caravans
4 people
Set up exhibition walls
4 people
Connect power
2 people
Hang lighting
3 people
Add Booth Decorations
4 people
Set up banners and signage
3 people
Set up registration desk
2 people
Set up the catering area
3 people
Test coffee machines
2 people
Distribute brochures by booth
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out dishes and glasses
2 people
Brief the registration team
2 people

Event

Welcome exhibitors
3 people
Register visitors
4 people
Welcome visitors
2 people
Hand out maps
2 people
Coordinate caravan presentations
3 people
Operate demo equipment
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets
Restock the stands
2 people
Answer visitor questions
2 people
Register lost property
Inform last visitors
2 people

Aftercare

Check out exhibitors
3 people
Remove caravans and campers
4 people
Collect brochures and promotional materials
3 people
Collect dishes and glasses
3 people
Sort and remove waste
3 people
Take down tables and chairs
4 people
Dismantle booth walls
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the catering area
2 people
Clear the registration desk
2 people
Clean floors and surfaces
3 people
Check inventory
2 people
Return rental items
2 people
Store leftover materials
2 people
Handle lost and found
Perform final venue check
2 people
Send thank-you message

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Registration desk
Buffet tablesqty 4
High tablesqty 8
Display wallsqty 20
Brochure racksqty 12
Clothes racksqty 4
Parasolsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 3
Coolersqty 4
Extension cordsqty 12
Power stripsqty 12
Laptopqty 2
Tabletsqty 4
Card machinesqty 3
Printersqty 2
Walkie-talkiesqty 6
Handheld microphonesqty 2
Active speakersqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Serving plattersqty 12

Decorations

Company bannersqty 8
Flagsqty 12
Tableclothsqty 16
Plantsqty 20
Balloon archesqty 4
Poster framesqty 12
Directional signsqty 16
Chalkboardsqty 6

Lighting

LED light stringsqty 12
LED spotlightsqty 10
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Trash grabbersqty 3
Broom setsqty 3
Mop setsqty 3
Bucketsqty 6
Microfiber clothsqty 30
Cleaning glovesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Cooling matsqty 8
Food containersqty 12

Catering

Groceries

Office

Visitor badgesqty 600
Exhibitor badgesqty 100
Badge holdersqty 700
Lanyardsqty 700
Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 20
Notepadsqty 20
Tapeqty 12
Scissorsqty 8
Staplersqty 4
Staple boxesqty 8
Labelsqty 500
Presentation foldersqty 40
Envelopesqty 200
Printer paperqty 5
Receipt rollsqty 12
Brochuresqty 1500
Trade fair programsqty 700
Route mapsqty 500
Survey Cardsqty 300
Whiteboardsqty 6

Safety

Conesqty 24
Barrier tapeqty 6
Cable matsqty 12
Flashlightsqty 6
Work glovesqty 12
Safety vestsqty 8
First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12

Tips

Create the floor plan before assigning booth spaces. Mark caravan pitches, exhibition walls, registration, catering, parking and power outlets so exhibitors know exactly where to go.
Confirm exhibitors at least 2–3 weeks before the fair and record caravan or camper details, arrival times and any power requirements. Send parking information with the confirmation rather than on setup day.
Test visitor registration before opening: check the laptop, tablets, printer and card machines, and prepare name badges in advance. A 30-minute test can reveal missing chargers, paper or network access.
Book catering using the registration numbers and collect dietary requirements no later than 7 days before the event. Check that coffee machines, kettles, refrigerators, coolers, cups, glasses, plates and cutlery are available at the venue.
Allow at least 3 hours for on-site setup before visitors arrive. Check the entrance and grounds first, then place pitches, tables, chairs, display walls, banners and extension cords; use walkie-talkies when the site is spread out.

Frequently asked questions

How far in advance should I organise a caravan fair?: Set the date and location at least 8–12 weeks ahead. Aim to confirm exhibitors 2–3 weeks before the fair, leaving the final week for registrations, catering numbers, printing and equipment checks.
When should caravan fair exhibitors receive their booth or pitch assignment?: Send assignments with the exhibitor confirmation, ideally 2–3 weeks before the event. Include arrival instructions, parking information, power details and the position shown on the floor plan.
How much time do I need to set up a caravan fair?: Plan at least 3 hours for setup, and longer if caravans, exhibition walls or multiple power points are involved. Check the grounds and entrance first, then set out pitches and furniture before arranging displays and registration.
When should I order catering for a caravan fair?: Book catering once registrations give you a reliable headcount, preferably 2–3 weeks before the fair. Send dietary requirements to the caterer at least 7 days beforehand and keep a small buffer for late confirmations.

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