Diving Fair Planning Checklist

A diving fair needs more than exhibitor stands and a lecture programme. You also need a reliable registration process, clear booth markings, working presentation equipment and enough time to confirm every participant. Start with the date and venue, then build the exhibitor and speaker programme before opening registration. In the final week, check dietary requirements, print materials, name badges and the visitor list. On the day, allow time to arrange tables, test power and sound, and prepare the registration desk before visitors arrive.

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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
Invite exhibitors
2 people
Invite speakers
Open the registration form
Send invitations
2 people
Post promotion on diving forums
Publish social media posts
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
Create the booth layout
2 people
Create the lecture program
2 people
Make reservations
Order catering
Order print materials
Send exhibitor information
Prepare name labels
2 people
Print the visitor list
Do the shopping
2 people
Collect materials
3 people
Prepare registration table
2 people
Set up tables and chairs
4 people
Mark stalls
2 people
Set up stand tables
4 people
Set up high tables
3 people
Set up the lecture room
3 people
Connect the registration equipment
2 people
Hang up signage
2 people
Welcome exhibitors
3 people
Have exhibitors set up
4 people
Set up diving equipment safely
3 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Test the presentation setup
2 people
Conduct a safety check
2 people

Event

Open registration
3 people
Welcome visitors
3 people
Hand out name tags
2 people
Hand out program brochures
2 people
Support exhibitors
2 people
Guide the first lecture
2 people
Moderate the second reading
2 people
Assist with the third lecture
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
See off the last visitors
3 people

Aftercare

Have exhibitors take down their stands
4 people
Pack scuba gear
3 people
Clear tables and chairs
4 people
Break down lecture area
3 people
Pack registration equipment
2 people
Wash dishes
2 people
Empty coolers
2 people
Remove decorations
2 people
Sort and remove waste
3 people
Clean the venue
3 people
Return borrowed materials
2 people

What to bring

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

Furniture

Standing tablesqty 20
Chairsqty 80
High tablesqty 10
Registration desk
Lecture table

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Cable matsqty 8
Cash register
Payment terminal
Tabletsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Table signsqty 20
Name badgesqty 250
Badge holdersqty 250
Trade fair flagsqty 8
Directional signsqty 12
Tableclothsqty 20
Program leafletsqty 250
Pensqty 20
Roll-up bannersqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue, exhibitors and speakers before opening registration. This gives you firm details for the invitations and lets visitors see who will be present.
Create the booth layout and lecture programme early, then send exhibitors their practical information at least 7 days before the fair. Include arrival instructions, stand position and presentation times.
Close or review registrations 3 to 5 days before the event so you can print the visitor list, prepare name badges and give catering an accurate headcount.
Test the laptop, projector, projection screen, portable speaker and wireless microphone at least 2 hours before opening. Route extension cords under cable mats and keep power strips away from walkways.
Set up the registration desk, tables, chairs, standing tables and high tables before exhibitor arrival. Keep the cash register, payment terminal, tablets, badges and visitor list together so check-in does not stall.

Frequently asked questions

How far in advance should I organise a diving fair?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then invite exhibitors and speakers before opening the registration form.
When should I invite exhibitors and speakers for a diving fair?: Send the first invitations 6 to 8 weeks in advance. Confirm participation no later than 3 weeks before the fair so you can finalise the booth layout and lecture programme.
When should I order catering for a diving fair?: Place the catering order 7 to 10 days before the event, after collecting dietary requirements. Reconfirm the final headcount 3 to 5 days beforehand.
How early should I set up a diving fair venue?: Allow at least 2 hours for event-day setup. Arrange the stands and tables first, then prepare registration and test the projector, microphone, speaker and power connections before opening.

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