Chemistry Fair checklist and planning timeline

A Chemistry Fair needs more than exhibitor invitations and a floor plan. You also need time to review demonstrations, collect safety information, confirm registrations, and prepare the equipment that makes each stand work. This checklist takes you from confirming the date and venue to printing visitor information and checking the room before opening. Use it to keep exhibitor coordination, visitor registration, catering, signage, AV equipment, and safety checks on the same schedule.

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

Confirm the trade fair date and location
2 people
Create the trade fair floor plan
2 people
Invite exhibitors
2 people
Open the registration form
Send invitations
2 people
Process exhibitor registrations
2 people
Process visitor registrations
2 people
Collect dietary requirements
Check exhibitor list
2 people
Assign stand numbers
2 people
Sending Booth Instructions
Inventory demonstrations
2 people
Request safety information
2 people
Assess demonstrations for risk
2 people
Check escape routes
2 people
Check fire extinguishers
Check first aid supplies
Book catering
Reserve furniture
Reserve AV equipment
Provide print files
2 people
Prepare name badges
2 people
Print the program
Prepare route signs
2 people
Print the visitor list
Collect stand materials
3 people
Do the catering shopping
2 people
Test the equipment
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang up stand numbers
2 people
Set up registration desk
2 people
Set up information table
2 people
Place safety signs
2 people
Set off demonstration areas
3 people
Set out demonstration materials
3 people
Fill coolers
2 people
Set up the coffee and tea station
2 people
Set up the catering buffet
3 people
Test sound and presentations
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out name badges
2 people
Explain the program
2 people
Handle the opening
2 people
Guide the trade fair floor
3 people
Guide demonstrations
3 people
Carry out safety checks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Separate waste
2 people
Support presentations
2 people
Collect contact details
Record visitor questions
Announce closing
Check out exhibitors
3 people

Aftercare

End demonstrations safely
3 people
Safely pack chemical materials
3 people
Take waste to the collection point
2 people
Wash dishes
2 people
Clean the catering area
2 people
Clean the expo floor
3 people
Dismantle furniture
4 people
Dismantle stand walls
4 people
Switch off the equipment
2 people
Turn off lights
Inventory materials
2 people
Return borrowed materials
2 people
Collect lost property
Hand over the venue
2 people
Sort invoices and receipts
Send thank-you message
Follow up on visitor information
Follow up on exhibitor information

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 120
Registration desk
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 2
Transport cartsqty 4

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Presentation clickerqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
USB sticksqty 4
Coolersqty 4
Handheld scannersqty 2
String lightsqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Refrigeratorsqty 2
Serving bowlsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12

Decorations

Booth numbersqty 24
Tableclothsqty 24
Backdrop clothsqty 24
Info displaysqty 6
Directional signsqty 12
Program standsqty 6
Name badgesqty 150
Badge holdersqty 150
Desk pensqty 12

Safety

Safety gogglesqty 30
Lab coatsqty 20
Nitrile glovesqty 200
Face shieldsqty 10
Drip traysqty 12
Safety tapeqty 6
Warning signsqty 12
Safety data sheetsqty 30
Eye wash bottlesqty 4
Absorbent granulesqty 10
Lockable chemical boxesqty 12

Cleaning

Cleaning spongesqty 12
Microfiber clothsqty 24
Bucketsqty 6
Mopsqty 6
Broom and dustpanqty 4
Hand soap dispensersqty 6
Hand sanitizerqty 6

Catering

Groceries

Tips

Set the date, venue, and floor plan before inviting exhibitors. Leave enough space for trade fair tables, visitor flow, escape routes, registration, catering, and demonstrations.
Ask exhibitors for demonstration details and safety information during registration, not during the final week. Review every demonstration for risk and resolve missing controls before assigning stand numbers.
Keep a separate deadline for visitor and exhibitor registrations. Use the final registration data to prepare name badges, print the visitor list, and confirm dietary requirements with catering.
Test the AV setup before event day, including the laptop, projector, screen, clicker, speakers, microphones, extension cords, and power strips. Bring USB sticks with the final presentation files as a backup.
Walk the venue shortly before opening and check escape routes, fire extinguishers, first aid supplies, route signs, waste bins, coat racks, and the registration desk. Do not leave these checks until exhibitors are already arriving.

Frequently asked questions

How far in advance should I invite Chemistry Fair exhibitors?: Send exhibitor invitations as soon as the date, location, and basic floor plan are confirmed. Close registration early enough to check demonstrations, collect safety information, assign stand numbers, and send booth instructions before setup day.
When should Chemistry Fair demonstrations be risk assessed?: Request demonstration details and safety information during exhibitor registration. Complete the risk assessment before the final exhibitor list is approved, so unsafe or incomplete demonstrations can be changed before the fair.
When should I print Chemistry Fair name badges and visitor lists?: Prepare name badges and print the visitor list after registrations have been checked and the registration deadline has passed. Allow at least one working day for corrections, printing, sorting, and preparing the registration desk.
What equipment should I test before a Chemistry Fair?: Test the laptop, projector, projection screen, presentation clicker, speakers, microphones, extension cords, and power strips before event day. Also check that USB backups work and that each demonstration stand has access to the required power and furniture.

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.