Defense Fair Planning Checklist

A defense fair needs more than confirmed exhibitors and a room full of stands. You need a workable floor plan, controlled access, reliable presentation equipment and clear information for visitors, exhibitors and the press. Start with the date, venue and exhibitor list, then work toward registration, catering, security and printed materials. In the final week, check demonstrations, test every screen and microphone, prepare badges and confirm who may enter each area.

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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

Confirm date and location
2 people
Create the trade show floor plan
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Update the trade fair website
Publish the fair program
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve security
Send exhibitor information
Confirm booth layout
2 people
Collect badge details
Design name badges
Print name badges
2 people
Print Signage
Collect presentations
Check demonstrations
2 people
Prepare safety instructions
2 people
Prepare the access list
Prepare press list
Test the equipment
2 people
Do the shopping
2 people
Check materials
2 people
Welcome exhibitors
4 people
Unload stand materials
4 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Hang lighting
3 people
Set up stands
6 people
Set up the information desk
2 people
Set up catering point
3 people
Set up the registration table
2 people
Set up signage
2 people
Set up demo materials safely
3 people
Set up presentations
2 people
Chill drinks
2 people
Prepare coffee station
2 people
Prepare snacks
3 people
Retest the equipment
2 people
Carry out a safety check
3 people
Hold team briefing
8 people

Event

Staff the registration desk
3 people
Guide exhibitors to their booths
2 people
Welcome visitors
3 people
Hand out badges
2 people
Hand out program brochures
2 people
Staff the information desk
2 people
Check access
2 people
Guide demonstrations
3 people
Announce presentations
Provide technical support for presentations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep booth aisles clear
2 people
Guide the press and photographers
Inform last visitors
2 people
Have exhibitors dismantle their booths
4 people
Guide visitors to the exit
2 people

Aftercare

Collect stand materials
4 people
Switch off equipment
2 people
Empty coolers
2 people
Wash dishes
3 people
Sort waste
3 people
Clean the room
4 people
Put tables and chairs back
4 people
Remove decorations
2 people
Check borrowed materials
2 people
Return materials
2 people
Register lost and found items
Store leftover stock
2 people
Export visitor data
Send thank-you email
Collect invoices

What to bring

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

Furniture

Fair countersqty 3
Tablesqty 18
Chairsqty 80
Bar stoolsqty 12
Display wallsqty 24
Brochure racksqty 8
Bollardsqty 12
Barrier tapeqty 6

Equipment

Laptopsqty 4
Screensqty 6
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 12
Extension cordsqty 14
HDMI cablesqty 6
USB sticksqty 4
AA batteriesqty 24
AAA batteriesqty 24

Tableware

Reusable glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2

Registration

Name badge holdersqty 350
Badge clipsqty 350
Registration formsqty 350
Pensqty 40
Clipboard foldersqty 6
Wristbandsqty 350

Paper goods

Program leafletsqty 350
Booth number cardsqty 30
A4 paperqty 2
Sticky notesqty 12
Markersqty 12
Cardboard platesqty 30

Decorations

Company flagsqty 12
Tableclothsqty 18
Postersqty 30
Directional signsqty 20
Cable tiesqty 200
Gaffer tapeqty 8

Lighting

LED work lightsqty 8
Light cablesqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Work glovesqty 12
Warning signsqty 8
Seal stickersqty 100

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Microfiber clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 8
Paper towelsqty 12

Catering

Groceries

Tips

Create the floor plan before confirming booth layouts. Mark counters, tables, display walls, brochure racks, seating, barriers and visitor routes so exhibitors know exactly what space they have.
Open registration early enough to process attendee details before badges are printed. Collect dietary requirements with the registration form and use the final numbers to confirm catering rather than estimating at the last minute.
Treat demonstrations as a separate safety check. Confirm what each exhibitor will show, prepare written safety instructions, and keep bollards or barrier tape available for equipment and restricted areas.
Test presentation equipment in the actual room, not only at the office. Check laptops, screens, projector, projection screen, speakers, wireless microphones, HDMI cables and extension cords, then keep spare AA and AAA batteries on site.
Prepare access, press and exhibitor information before event day. Print badges and signage only after names and booth details are confirmed, and give exhibitors enough time to report corrections before printing.

Frequently asked questions

How far in advance should I start planning a defense fair?: Start at least 12 weeks before the fair if you need to recruit exhibitors, open visitor registration and arrange security and catering. Lock the date, venue and floor plan first, then set deadlines for invitations, presentations, badges and equipment checks.
When should defense fair registration close?: Close registration 7 to 10 days before the event if you need printed name badges and a confirmed catering count. Keep a short process for late registrations, but do not leave badge printing, dietary requirements or access lists until the final day.
How do I plan a defense fair floor layout?: Create the first floor plan before inviting exhibitors, then confirm each booth layout at least 2 weeks before opening. Include counters, tables, display walls, visitor routes, presentation areas, barriers and enough space for cables and demonstrations.
When should I test equipment for a defense fair?: Run a full equipment test 1 to 3 days before the fair and repeat the key checks when the room is set up. Test every screen, projector, microphone, speaker, laptop, HDMI cable and extension cord, with spare batteries available for wireless equipment.

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.