Care fair checklist: what to arrange and when

A care fair needs more than a list of exhibitors and tables. You need time to confirm participants, open and process visitor registration, plan an accessible route, and prepare clear stand information. This checklist puts the work in a practical order, from setting the date and inviting exhibitors to printing badges, checking first aid supplies and chilling drinks. Use it to keep the registration desk, information point and exhibitor area ready before visitors arrive.

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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 times
2 people
Compile exhibitor list
2 people
Send invitations
2 people
Open visitor registration
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Assign stand numbers
Send exhibitor information
2 people
Determine visitor route
2 people
Plan accessibility check
2 people
Make reservations
Order catering
2 people
Determine beverage stock
2 people
Distribute promotional materials
2 people
Schedule volunteers
2 people
Check first aid supplies
Print contact list
Prepare name badges
2 people
Print registration lists
Make route and safety signs
2 people
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Remind exhibitors
Open venue
2 people
Check rooms
2 people
Unload tables and chairs
4 people
Mark stalls
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
3 people
Hang up stand numbers
2 people
Set up registration desk
2 people
Set up information table
2 people
Put up signage
2 people
Check power outlets
2 people
Set up coffee station
2 people
Set up catering
3 people
Present snacks
2 people
Welcome exhibitors
3 people
Hand out booth materials
2 people
Hand out exhibitor badges
2 people
Conduct final safety check
2 people

Event

Staff the registration desk
3 people
Welcome visitors
2 people
Hand out program brochures
2 people
Support exhibitors
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep walkways clear
2 people
Register participant numbers
Register lost and found items
Inform last visitors
2 people
See exhibitors off
2 people

Aftercare

Clean up catering
3 people
Collect tableware
3 people
Sort waste
3 people
Take down tables and chairs
4 people
Dismantle booth walls
3 people
Remove decorations
2 people
Clean the venue
4 people
Switch off equipment
2 people
Pack materials
3 people
Return rental items
2 people
Store leftover stock
2 people
Archive registration details
Send exhibitor thank-you gift
Send visitor thank-you gifts

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 80
Display wallsqty 24
Stoolsqty 16
Registration desk
Information desk
Coat racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 160
Forksqty 160
Knivesqty 160
Spoonsqty 160
Serving plattersqty 16
Serving tongsqty 12

Equipment

Laptopsqty 2
Printers
Label printer
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 2
Handheld microphonesqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Knivesqty 4
Serving plattersqty 12
Serving spoonsqty 8
Bottle openersqty 4
Cool bowlsqty 8

Decorations

Tableclothsqty 24
Flower arrangementsqty 8
Trade show bannersqty 6
Directional signsqty 16
Booth numbersqty 24
Table displaysqty 24
Clipboardsqty 12
Display standsqty 24

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cart
Microfiber clothsqty 24
Hand sanitizer stationsqty 8
Toilet brushesqty 4
Rubber glovesqty 8
Paper dispensersqty 4

Catering

Groceries

Tips

Set the date and opening hours before contacting exhibitors, then allow at least two weeks to collect confirmations and build the final exhibitor list. Late changes affect stand numbers, signage and the visitor route.
Create the booth layout only after you know which exhibitors are attending. Leave clear routes between trade fair tables and display walls, and check that the layout works for visitors with mobility needs before sending stand information.
Open visitor registration early enough to process registrations and collect dietary requirements before ordering catering. Print a registration list and name badges close to the event, so cancellations and late registrations do not leave the desk with outdated information.
Schedule volunteers in shifts rather than assigning one person for the whole day. Cover registration, the information desk, route guidance and breaks, and give the team a printed contact list with first aid information.
Check power strips, extension cords, laptops, printers and charging stations before exhibitors arrive. Chill drinks and set out cups, glasses, plates and serving utensils only after the room layout and catering delivery time are confirmed.

Frequently asked questions

How far in advance should I organise a care fair?: Set the date and start contacting exhibitors at least 8 to 12 weeks before the fair. Open visitor registration once the basic exhibitor list and opening times are confirmed, preferably no later than 4 weeks before the event.
When should I confirm care fair exhibitors and assign stand numbers?: Ask for exhibitor confirmations 3 to 4 weeks before the fair and freeze the list around 2 weeks beforehand. Assign stand numbers after that point, then send the layout, arrival details and exhibitor information together.
How do I plan an accessible care fair layout?: Check the visitor route at least 2 weeks before the event, including the entrance, registration desk, information desk and every exhibitor area. Keep routes unobstructed and test the final setup on the day before opening if possible.
How much catering should I order for a care fair?: Base the order on confirmed registrations plus a small reserve, usually 5 to 10 percent. Finalise dietary requirements about 7 days before the fair and schedule drinks, coffee supplies and chilled items to arrive before setup begins.

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.