Caravan fair checklist: what to arrange and when

A caravan fair needs more than booked exhibitors and a date. You also need a clear stall layout, visitor registration, parking directions, demonstrations, catering and enough working equipment on the expo floor. Start with the date and opening hours, then work through exhibitors, visitors and logistics before ordering supplies. During the final week, confirm every reservation and print the materials people will use on the day. This checklist keeps the planning sequence practical, from the first invitation to opening the doors.

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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 trade fair date and opening hours
2 people
Invite exhibitors
2 people
Publish registration form
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile exhibitor list
2 people
Assign stalls
2 people
Make booth reservations
Develop parking plan
2 people
Create a visitor map
Plan the program and demonstrations
2 people
Send exhibitor instructions
Place catering order
Check technical supplies
2 people
Have printed materials made
Schedule volunteers
2 people
Prepare visitor registration
2 people
Print name badges
Do the shopping
2 people
Sort printed materials
Open venue
2 people
Clean the expo floor
3 people
Tape off booth spaces
3 people
Set up tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set up signage
3 people
Mark parking route
3 people
Connect power supply
2 people
Test the lighting
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Fill coolers
2 people
Welcome exhibitors
3 people
Unload booth materials
4 people
Place exhibitor signs
2 people
Position caravans safely
4 people
Check demonstration models
2 people
Brief the registration team
2 people

Event

Open the trade show doors
3 people
Register visitors
3 people
Hand out program brochures
2 people
Direct visitors to booths
2 people
Guide demonstrations
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
Check power cables
2 people
Inform last visitors
2 people
Close the fair doors
3 people

Aftercare

See the exhibitors out
3 people
Safely guide caravans out
4 people
Collect stand materials
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the expo floor
3 people
Turn Off Power
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Register lost and found items
Store leftovers refrigerated
2 people
Send thank-you message
Collect visitor feedback

What to bring

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

Furniture

Reception desk
High tablesqty 8
Trade fair tablesqty 24
Folding tablesqty 6
Chairsqty 60
Bar stoolsqty 12
Brochure racksqty 6
Clothes racksqty 2
Waste binsqty 10
Waiting postsqty 4

Equipment

Laptopqty 2
Tabletsqty 3
Label printer
Printer
Mobile phoneqty 4
Walkie-talkiesqty 6
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable matsqty 12
Laptop locksqty 2
Presentation screen
HDMI cablesqty 3

Lighting

LED work lightsqty 6
String lightsqty 8
Emergency lightsqty 4

Signage

Directional signsqty 12
Table signsqty 30
Parking signsqty 8
Information boardsqty 6
Floor plansqty 80
Barrier tapeqty 4
Conesqty 20

Safety

Fire extinguishersqty 6
Work glovesqty 12
Safety vestsqty 10
Flashlightsqty 6
Wheelchair ramp

Decorations

Flagsqty 12
Balloonsqty 100
Balloon weightsqty 10
Tableclothsqty 30
Trade show bannersqty 6
Sticky tackqty 10
Paper tapeqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Water carafesqty 6
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Ice packsqty 20

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cart

Catering

Groceries

Tips

Set the date and opening hours before inviting exhibitors, then give exhibitors a firm registration deadline. Allow at least two weeks after that deadline to process registrations, collect dietary requirements and assign stalls.
Create the visitor map after stall assignments are confirmed. Mark the reception desk, trade fair tables, demonstrations, toilets, exits and parking route so the printed map matches the signs on site.
Test the presentation screen, HDMI cables, laptop, tablets, printer and label printer before setup day. Bring extension cords, power strips, cable reels and cable mats, and check cable runs before visitors arrive.
Schedule volunteers in shifts rather than relying on one person all day. Cover reception, visitor registration, parking questions and floor support from opening until closing, with overlap during the busiest arrival period.
Finish printed materials and name badges before the venue opens. Sort them by exhibitor or visitor use, place table signs and directional signs, and keep spare paper, labels and a working printer at reception.

Frequently asked questions

How far in advance should I plan a caravan fair?: Start at least 8 to 12 weeks before the fair. Set the date first, then allow time for exhibitor invitations, visitor registration, stall assignments, catering and printed materials.
When should caravan fair exhibitors receive their stall assignments?: Send assignments after the registration deadline and no later than 10 to 14 days before the event. Include arrival instructions, the visitor map, booth requirements and the deadline for any final changes.
How many volunteers do I need for a caravan fair?: Plan at least 1 volunteer for reception and registration, plus 1 floor volunteer for every 20 to 30 exhibitors or active demonstration areas. Add parking support during the first 60 to 90 minutes if arrivals are concentrated.
When should I order catering for a caravan fair?: Place the catering order once exhibitor and visitor numbers are stable, usually 7 to 10 days before the fair. Confirm dietary requirements and keep a small buffer for late registrations rather than ordering only the exact count.

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.