Design fair checklist: what to arrange and when
A design fair needs more than tables and exhibitors. You have to lock in the venue, manage registrations, record booth sizes, build a workable floor plan and coordinate visitor information. Start with the venue and participant process, then confirm catering, furniture, lighting and power once you know the final layout. In the final week, print signs, prepare badges, check equipment and confirm participants by phone so missing details do not surface during setup.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve the fair venue
Invite participants
2 people
Open registrations
Send visitor invitations
2 people
Create the trade show floor plan
2 people
Record booth sizes
2 people
Register participants
2 people
Collect dietary requirements
Book catering
Reserve furniture
Reserve lighting
Confirm booth layout
2 people
Collect participants' logos
Compile program
2 people
Send visitor information
Send participant information
Print map and signs
2 people
Prepare name badges
2 people
Prepare stand numbers
2 people
Prepare visitor registration
2 people
Determine catering quantities
2 people
Check the shopping list
2 people
Confirm participants by phone
2 people
Schedule volunteers
Do the shopping
2 people
Sort materials
3 people
Test registration system
2 people
Charge payment device
Prepare cash register and change
2 people
Assemble stand kits
3 people
Store catering chilled
2 people
Inspect venue and toilets
2 people
Confirm deliveries
Event
Open venue
2 people
Check floor and entrance
2 people
Set up tables and chairs
4 people
Set up presentation walls
4 people
Hang up stand numbers
2 people
Mark the entrance and wayfinding
2 people
Connect lighting
3 people
Secure power outlets
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Hand out booth kits
2 people
Receive participants
3 people
Check the booth setup
3 people
Set up registration desk
2 people
Carry out opening check
3 people
Register visitors
3 people
Welcome visitors
2 people
Support participants
2 people
Announce program items
Serve catering
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Check stock
Inform last visitors
2 people
Guide visitor departure
2 people
Check out participants
2 people
Aftercare
Collect stand materials
4 people
Dismantle furniture
4 people
Turn off lights
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the venue
3 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Archive registration details
Send a thank-you gift to participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Trade fair tablesqty 24
- Visitor chairsqty 40
- Bar stoolsqty 8
- Registration desk
- Catering tableqty 3
- Clothes racksqty 8
- High tablesqty 6
- Presentation wallsqty 12
- Bollardsqty 8
Equipment
- Laptopsqty 3
- Tabletsqty 3
- Payment terminalsqty 2
- Wi-Fi routersqty 2
- Mobile chargersqty 6
- Extension cordsqty 6
- Power stripsqty 12
- Cable matsqty 12
- Portable lampsqty 12
- Speakersqty 2
- Microphone
- Handheld scannerqty 2
- Label printer
- Tool casesqty 2
- Step laddersqty 2
- Hand trucksqty 2
Tableware
- Drinking glassesqty 120
- Coffee cupsqty 80
- Platesqty 80
- Platesqty 120
- Forksqty 120
- Knivesqty 120
- Spoonsqty 120
- Serving spoonsqty 12
- Serving plattersqty 18
- Serving trays with lidsqty 8
- Water jugsqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Coolersqty 6
- Thermos flasksqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving utensilsqty 12
- Bottle openersqty 4
- Apronsqty 6
Decorations
- Direction signsqty 12
- Table signsqty 24
- Name badge holdersqty 40
- Tableclothsqty 24
- Plantsqty 12
- Photo framesqty 12
- Adhesive hooksqty 40
- Cable tiesqty 100
- Washi tapeqty 12
- Painter's tapeqty 12
Catering
- Coffee urnsqty 2
- Buffet platesqty 6
- Bread basketsqty 6
- Ice packsqty 24
- Drink dispensersqty 4
- Napkin holdersqty 8
- Coffee spoonsqty 80
- Sugar bowlsqty 4
- Milk jugsqty 4
- Groceries
Cleaning
- Waste binsqty 10
- Dustpan and brushqty 3
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 12
- Toilet brushesqty 4
- Hand soap dispensersqty 6
Tips
- Reserve the venue before opening registrations, then give exhibitors a clear deadline for registration and logo delivery. Without a fixed closing date, booth sizes and the floor plan keep changing.
- Record each booth size as soon as a participant registers. Use the final measurements to position trade fair tables, presentation walls, clothes racks and high tables, and leave clear routes for visitors.
- Plan power and connectivity from the floor plan, not on the event day. Count extension cords, power strips, cable mats, portable lamps, Wi-Fi routers and payment terminals for the booths that need them.
- Work out catering quantities after registrations close and dietary requirements are collected. Include separate counts for coffee cups, drinking glasses, plates, cutlery and serving spoons rather than estimating from the number of exhibitors alone.
- In the final week, send separate visitor and participant information, print the map and signs, prepare badges and stand numbers, and schedule volunteers for registration. Call every confirmed participant before setup to catch late cancellations or missing equipment.
Frequently asked questions
- How far in advance should I start planning a design fair?
- Start at least 8 to 12 weeks before the fair. Book the venue first, then allow time for registrations, booth measurements, catering, furniture, lighting and the final floor plan.
- When should design fair exhibitor registration close?
- Close registration 3 to 4 weeks before the event. That gives you enough time to confirm booth sizes, collect logos and dietary requirements, finalize the layout and order the right equipment.
- How much time do I need for design fair setup?
- Allow at least 4 to 6 hours for setup, depending on the number of booths. Include time for furniture placement, lighting, power cables, signs, registration equipment and a walk-through of the visitor route.
- How many volunteers are needed for a design fair?
- Plan one registration volunteer for every 75 to 100 expected visitors during the busiest arrival period. Add at least two people for setup and one person who can handle equipment, signage or participant questions.
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.
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