Consumer fair checklist and planning guide

A consumer fair needs more than a hall and a list of exhibitors. You need a workable floor plan, clear exhibitor information, visitor materials, catering, power and a team that knows what happens when. Start by fixing the date and opening hours, then secure the venue before inviting exhibitors. Use this checklist to work through registrations, placement, printing, equipment and final preparations without leaving practical details until the last day.

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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
Reserve the venue and hall
Create the trade fair map
2 people
Recruit exhibitors
3 people
Create exhibitor registration form
Send invitations
2 people
Publish online promotion
2 people
Process registrations
2 people
Collect dietary requirements
Finalize exhibitor placement
2 people
Send exhibitor information
Order catering
Reserve furniture
Arrange waste collection
Order print materials
Schedule volunteers
2 people
Create a team contact list
Prepare visitor badges
2 people
Print maps
Make exhibitor name badges
2 people
Check presentation materials
2 people
Check stock of groceries
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
3 people
Open hall
2 people
Check floor and entrance
2 people
Set up tables and chairs
6 people
Build exhibitor stands
6 people
Label stands with name cards
2 people
Hang up signage
2 people
Hang up decorations
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Test equipment and power
2 people
Check toilets
Hold team briefing
5 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Inform visitors
2 people
Check access and walking routes
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear buffet
2 people
Empty trash bins
2 people
Replenish sanitary supplies
Support exhibitors
2 people
Register lost and found items
Guide visitor departure
3 people

Aftercare

Dismantle exhibitor stands
6 people
Put furniture back
5 people
Remove decorations
3 people
Switch off equipment
2 people
Collect tableware
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Gather borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Handle lost and found
Inform exhibitors about departure
Send visitor thank-you gifts

What to bring

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

Furniture

Trade fair tablesqty 30
Folding chairsqty 80
Registration desk
Buffet tablesqty 4
High tablesqty 8
Tableclothsqty 35
Clothes racksqty 4
Storage boxesqty 12

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving traysqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Presentation screensqty 2
Laptopsqty 2
Handheld microphonesqty 2
Speakersqty 2
Cash machinesqty 2
Label printersqty 2

Decorations

Trade show bannersqty 8
Buntingqty 10
Plantsqty 12
Balloonsqty 100
Table décorqty 20
Directional signsqty 16

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Kitchen glovesqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Hand sanitizer bottlesqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Battery lampsqty 8

Registration

Visitor badgesqty 400
Exhibitor badgesqty 60
Badge holdersqty 460
Wristbandsqty 400
Clipboardsqty 6
Ballpoint pensqty 30
Registration formsqty 450
Name badgesqty 80

Paper goods

Floor plansqty 450
Program bookletsqty 400
A4 printing paperqty 2
Notepadsqty 30
Tapeqty 12
Duct tapeqty 8
Writing foldersqty 10
Scissorsqty 8
Staplersqty 4

Safety

Cable matsqty 12
Non-slip matsqty 10
Flashlightsqty 4
Pictogram signsqty 12

Catering

Groceries

Tips

Set the date, opening hours and venue before sending invitations. Allow at least 6–8 weeks for exhibitor recruitment, registration processing and final placement.
Create the floor plan before confirming exhibitor positions. Leave clear routes to the registration desk, catering area and exits, and check that tables, chairs, clothes racks and storage boxes fit without blocking visitors.
Send exhibitors one information pack at least 7 days before the fair. Include their arrival time, assigned position, available furniture, presentation equipment, power arrangements and the deadline for dietary requirements.
Check power and presentation equipment during the final week, not on opening morning. Test extension cords, power strips, charging stations, screens, laptops, microphones and speakers in the actual hall.
Prepare visitor and exhibitor materials in batches 1–2 days ahead. Print maps, prepare visitor badges, make exhibitor name badges and place registration supplies together so volunteers can open the desk quickly. Chill drinks and prepare snacks on the day according to the planned serving time.

Frequently asked questions

How far in advance should I organise a consumer fair?: Start planning at least 8–12 weeks before the event. This gives you time to reserve the hall, recruit exhibitors, process registrations, order print materials and confirm catering and equipment.
When should I finalise the consumer fair floor plan?: Finalise exhibitor placement 7–10 days before opening. Send the confirmed positions and arrival instructions to exhibitors immediately, then print the final maps after any last changes.
How many volunteers do I need for a consumer fair?: Plan for at least one volunteer at the registration desk, one person handling exhibitor or venue questions, and one floating helper per 50–75 exhibitors or visitors expected at busy times. Add cover so each person can take a break.
When should catering and dietary requirements be confirmed?: Collect dietary requirements during registration and confirm the final numbers with the caterer 5–7 days before the fair. Check the grocery stock and buy short-life items close to the event, then chill drinks before service.

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.