Cruise fair checklist: what to arrange and when

A cruise fair brings shipping companies, visitors and a lot of practical details together in one venue. Start by fixing the date and opening hours, then confirm exhibitors, booth sizes and the floor plan before opening visitor registration. In the final weeks, collect presentations, technical requirements, dietary information and printed materials. This checklist also helps you avoid late problems with badges, parking details, catering, power supplies and presentation equipment.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the date and opening hours before contacting shipping companies. Ask exhibitors to confirm participation and booth requirements early enough to produce a reliable floor plan.
Close visitor registration far enough ahead to print visitor lists and name badges. Send confirmations with parking information rather than leaving directions until the event week.
Ask each shipping company for its presentation file and technical requirements before the final venue check. Test the laptop, projector, screen, microphone, speakers, extension cords and power strips together.
Confirm catering numbers after collecting dietary requirements. Check that coffee, tea, water and serving equipment match the expected attendance, and keep coolers and thermos flasks ready for service.
Walk the route to the venue and check the weather forecast during the final week. Reconfirm delivery and setup times for tables, chairs, display walls, brochure racks, coat racks and waste bins at least 48 hours before opening.

Frequently asked questions

How far in advance should I organise a cruise fair?: Start at least 8 to 12 weeks before the fair. Fix the date first, then contact shipping companies, register exhibitors, confirm booth sizes and prepare the visitor registration process.
When should cruise fair exhibitors submit their presentations?: Set a deadline 7 to 10 days before the event. This gives you time to check every file, collect technical requirements and test the presentation laptop, projector, screen and sound system.
How many name badges and visitor lists should I print?: Print one badge for every confirmed visitor and exhibitor, plus about 5% extra for late changes. Prepare the visitor list at least 1 day before opening so the registration desk is not printing during arrival.
When should catering numbers be confirmed for a cruise fair?: Confirm the final catering count 3 to 5 days before the fair, after processing registrations and dietary requirements. Keep a small buffer for walk-ins, typically 5% of the expected attendance.