Climate fair checklist: what to arrange and when

A climate fair brings exhibitors, workshops and visitors together, so the planning depends on more than booking a room. Start with the date, programme and intended audience, then secure exhibitors, workshop leaders and any required permits. Registration, catering, power and signage need firm deadlines because they affect both visitor numbers and the floor plan. Use this checklist to keep the programme, suppliers and practical setup aligned from the first planning meeting to opening time.

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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 date and program
2 people
Define the target participant group
2 people
Contact exhibitors
2 people
Confirm workshop leaders
2 people
Check permits
Reserve venue
Map out power outlets
Create Trade Show Floor Plan
2 people
Assign pitch locations
2 people
Create website program
2 people
Publish registration form
Send invitations
2 people
Post social media announcement
Send press release
Process registrations
2 people
Collect dietary requirements
Order catering
Arrange waste collection
Order print materials
Collect presentations
2 people
Check workshop materials
2 people
Prepare name badges
2 people
Design route signs
Print Signage
Check visitor list
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort materials
3 people

Event

Open venue
2 people
Build stands
6 people
Set up tables and chairs
4 people
Set up the presentation area
3 people
Set up workshop rooms
4 people
Connect lighting and power
2 people
Hang up signage
2 people
Set up the registration desk
2 people
Lay out the information materials
3 people
Set up the coffee station
2 people
Prepare snacks
3 people
Welcome exhibitors
3 people
Test presentation technology
2 people
Brief volunteers
2 people
Register visitors
3 people
Explain the program
Staff info booths
12 people
Facilitate presentations
2 people
Lead the workshops
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check waste streams
2 people
Check toilets
Answer visitor questions
2 people
Guide photo moments
Announce the final program item
Wave goodbye to visitors
3 people
Have exhibitors take down their stands
4 people
Collect materials
4 people

Aftercare

Dispose of waste separately
3 people
Wash dishes
2 people
Clean the venue
4 people
Switch off equipment
2 people
Put furniture back
4 people
Return borrowed items
2 people
Store leftover groceries
2 people
Collect expenses
Send thank-you message
2 people

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 100
Beer tablesqty 6
Bar stoolsqty 12
Party tentsqty 6
Registration desk
Brochure racksqty 8
Coat racksqty 2
Dressing tablesqty 2

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 2
Cable traysqty 12

Lighting

LED string lightsqty 8
LED work lightsqty 6
Lanternsqty 8

Decorations

Info boardsqty 12
Poster panel setsqty 8
Tableclothsqty 18
Plant containersqty 12
Chalkboardsqty 6
Name badge holdersqty 30
Directional signsqty 15
Banner framesqty 6

Tableware

Reusable coffee cupsqty 100
Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 10

Kitchen

Kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 3
Measuring cupsqty 3
Storage boxesqty 12
Thermos flasksqty 6

Cleaning

Waste binsqty 12
Waste sorting stickersqty 12
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and programme before inviting exhibitors, then allow at least 8–12 weeks for confirmations, permits and promotion. A fixed programme also gives you something concrete to publish with the registration form.
Draw the trade show floor plan after counting tables, chairs, workshop areas and registration space. Mark every power outlet, extension cord and power strip so exhibitors and presenters are not competing for the same socket.
Close registration several days before the fair and export the visitor list. Use the final count to order catering, prepare name badges and collect dietary requirements instead of estimating on the morning itself.
Ask exhibitors and workshop leaders for presentations and material lists at least 7 days before the event. Test projectors, screens, laptops, microphones and speakers together in the actual room, not only at home.
Treat visitor directions and waste collection as part of the programme. Print route signs before setup day, place them at entrances and decision points, and confirm when full waste containers will be collected.

Frequently asked questions

How far in advance should I organise a climate fair?: Start planning 8–12 weeks ahead for a small or medium climate fair. Book the venue, check permits and approach exhibitors first; promotion and registration can follow once the core programme is confirmed.
When should registration close for a climate fair?: Close registration 3–5 days before the event if catering and name badges depend on the numbers. Keep a short late-registration process only if you can update the visitor list and catering order in time.
How do I plan power for climate fair exhibitors and workshops?: Map the venue’s power outlets while creating the floor plan, then assign exhibitors to circuits before setup. Check laptops, projectors, screens, speakers and charging stations at least 1 day before opening, with extension cords, power strips and cable trays ready.
What should I prepare the day before a climate fair?: Finish printing, name badges, route signs and the visitor list at least 1 day beforehand. Also collect presentations, check workshop materials, test AV equipment and confirm catering and waste collection before the first visitors arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.