Design fair checklist: what to arrange and when

A design fair depends on details that are easy to leave until the last week: confirmed exhibitor information, a workable booth layout, clear visitor registration and enough power for presentations and lighting. Start by fixing the date and opening hours, then build the exhibitor and visitor process around them. In the final days, check print files, export the visitor list, brief volunteers and verify every table, chair, cable and serving item on site. This checklist follows that order so preparation stays manageable.

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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 date and opening hours
2 people
Define the participant profile
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Post promotion on social media
2 people
Send press release
Process registrations
2 people
Collect dietary requirements
Collect exhibitor information
2 people
Create the booth layout
2 people
Confirm exhibitor spots
Prepare the program and schedule
2 people
Plan presenters and demonstrations
2 people
Book catering
Buy drinks and snacks
2 people
Check print files
2 people
Print maps and route signs
2 people
Prepare name badges
2 people
Send the exhibitor manual
Export visitor list
Prepare the volunteers briefing
Check stock
2 people
Do the shopping
2 people
Collect printed materials and supplies
2 people
Open venue
2 people
Receive deliveries
3 people
Mark stalls
2 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Set up registration desk
2 people
Set up the presentation area
3 people
Test lighting and presentations
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people

Event

Staff the registration table
2 people
Welcome visitors
2 people
Hand out badges
2 people
Support exhibitors
2 people
Announce the program
Facilitate presentations
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep the buffet clean and stocked
2 people
Empty trash bins
2 people
Check toilets
Capture photo moments
Lead the exhibitor round
2 people
Announce the final program item
Guide visitors to the exit
2 people

Aftercare

Have exhibitors dismantle their booths
6 people
Clean up catering
3 people
Put furniture back
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away unused catering
2 people
Collect lost and found items
Save photos and files
Send thank-you message to exhibitors
Send thank-you message to visitors
Handle lost and found

What to bring

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

Furniture

Exhibition tablesqty 30
Bistro tablesqty 12
Chairsqty 80
Stoolsqty 24
Registration desk
Presentation table
Clothes racksqty 8
High tablesqty 10
Waste binsqty 12
Tablecloth setsqty 30

Equipment

Laptopqty 2
Tabletsqty 2
Projector
Projection screen
Presentation clicker
Speakersqty 2
Wireless microphoneqty 2
Microphone stand
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Label printer
Cable reelsqty 3

Lighting

LED spotlightsqty 12
Mood lightingqty 6
Light standsqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving boardsqty 12
Serving plattersqty 16
Coffee potsqty 6
Teapotsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 12
Small bowlsqty 24
Ice packsqty 24

Decorations

Backdrop clothsqty 6
Plantsqty 18
Vasesqty 12
Table decorationsqty 30
Photo backdrop
Directional signsqty 12
Stand number signsqty 30
Name badgesqty 80
Wristbandsqty 400
Adhesive stripsqty 6
Cable tiesqty 200

Catering

Groceries

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Trash binsqty 6
Paper towelsqty 12

Registration

Visitor badgesqty 400
Exhibitor badgesqty 100
Badge holdersqty 500
Lanyardsqty 500
Registration listsqty 8
Pensqty 30
Clipboardsqty 8
Wristbands for staffqty 40

Communication

Exhibitor manualsqty 40
Program flyersqty 500
Floor plansqty 500
Exhibitor listsqty 400
Feedback cardsqty 350
Pens for feedbackqty 30
Tapeqty 12
Writing foldersqty 6

Tools

Screwdriver setsqty 3
Hammersqty 3
Measuring tapesqty 4
Scissorsqty 12
Utility knivesqty 4
Work glovesqty 12
Cable tiesqty 200
Gaffer tapeqty 12

Safety

Non-slip matsqty 12
Cable traysqty 20
Warning signsqty 8
Flashlightsqty 6
Reflective vestsqty 8

Transport

Transport cartsqty 4
Roll containersqty 4
Storage cratesqty 20
Protective blanketsqty 12
Ratchet strapsqty 8

Tips

Set the date, opening hours and participant profile before inviting exhibitors. Keep the registration form open long enough to process responses and collect dietary requirements before booking catering.
Confirm each exhibitor’s information and spot before creating the booth layout. Leave clear routes between exhibition tables, presentation areas and the registration desk, and send the exhibitor manual before event week.
Treat demonstrations as a separate production task. Confirm presenters, schedule their sessions, then test the laptop, projector, screen, clicker, speakers and wireless microphone together before visitors arrive.
Count practical equipment by area, not just by event. Check tables, chairs, stools, high tables, waste bins, tablecloths, extension cords, power strips and charging stations against the layout, with time to replace missing items.
Finish printed materials and staffing before the final day. Check map and route-sign files, prepare name badges, export the visitor list and give volunteers a briefing that includes registration, room directions and the event schedule.

Frequently asked questions

How far in advance should I organise a design fair?: Start at least 8 to 12 weeks before the fair. Fix the date and opening hours first, then allow time to invite exhibitors, open visitor registration, confirm booth placements and arrange catering and equipment.
When should design fair exhibitor spots be confirmed?: Confirm exhibitor spots no later than 2 weeks before opening. By then, collect exhibitor information and build the booth layout so you can send an accurate manual and print maps and route signs.
How much food and drink do I need for a design fair?: Base catering on the confirmed visitor and exhibitor list, including dietary requirements, and order at least 10% extra for drinks and snacks. Finalise the count 3 to 5 days before the event so shopping and delivery can be checked.
When should I test the presentation equipment at a design fair?: Test the laptop, projector, screen, clicker, speakers and wireless microphone during the final 2 to 3 days, then do a short check again before opening. Also test extension cords, power strips and charging stations in their actual locations.

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.