Education fair checklist: what to arrange and when

An education fair involves more than booking stands and opening the doors. You need a clear timeline for registrations, exhibitor communication, booth assignments, visitor information, catering numbers and venue safety. Start with the date and registration process, then work toward a confirmed layout and printed materials. In the final days, check power, furniture, signage, escape routes and reception materials so the event team can focus on welcoming visitors.

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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

Publish trade fair date and times
Send invitations
2 people
Open the registration form
Invite exhibitors
2 people
Process exhibitor registrations
2 people
Process visitor registrations
2 people
Collect dietary requirements
Finalize booth layout
2 people
Assign stand numbers
Send participant information
2 people
Send parking information
Confirm reservations
Check permits and notifications
Create a visitor map
Print the program and opening hours
2 people
Prepare name badges
2 people
Prepare attendance lists
Prepare exhibitor passes
2 people
Share catering numbers
Check the shopping list
2 people
Do the shopping
3 people
Sort printed materials
2 people
Bring materials to the venue
3 people
Check the venue and escape routes
2 people
Mark the entrance and reception desk
2 people
Set up tables and chairs
5 people
Number exhibitor booths
3 people
Set up power points and extension cords
3 people
Set up registration desk
2 people
Set up information points
2 people
Hang up floor plans
2 people
Put up route and booth signs
3 people
Hang up decorations
2 people
Set up coffee and tea station
2 people
Chill drinks
2 people
Set out snacks
3 people
Lay out badges and program booklets
2 people
Test the sound and lighting
2 people
Check and restock toilets
2 people

Event

Welcome exhibitors
4 people
Guide exhibitors to their booths
3 people
Staff the registration desk
3 people
Welcome visitors
4 people
Hand out badges
2 people
Explain the program
2 people
Guide visitor flow
3 people
Staff the information point
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets periodically
Support exhibitors
2 people
Register lost property
Inform last visitors
2 people
Check out exhibitors
3 people
Close the registration desk
2 people

Aftercare

Clear away drinks and food
3 people
Collect and sort waste
4 people
Wash dishes
3 people
Take down tables and chairs
5 people
Remove signs and decor
3 people
Sweep and mop floors
3 people
Clean the restrooms
2 people
Switch off and pack up equipment
2 people
Move materials to storage
3 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Safely archive visitor data
Handle lost and found
Send thank-you message to exhibitors
Send thank-you message to visitors
Collect invoices and receipts

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 35
Chairsqty 180
High tablesqty 10
Stoolsqty 20
Clothes hangersqty 20
Waste binsqty 12

Equipment

Laptopqty 2
Tabletsqty 3
Printersqty 2
Cash drawer
Extension cordsqty 15
Power stripsqty 15
USB chargersqty 8
Mobile phoneqty 2
Power banksqty 4

Lighting

LED light barsqty 12
Light standsqty 6

Decorations

Backdrop clothsqty 12
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Plantsqty 12
Tableclothsqty 35
Poster puttyqty 10
Double-sided tapeqty 8
Scissorsqty 8
Cutting knivesqty 4
Rolls of tapeqty 12
Ropeqty 4
Booth numbersqty 40
Route signsqty 20
Floor plansqty 30
Program bookletsqty 250
Name badgesqty 250
Badge holdersqty 250
Pensqty 100
Clipboardsqty 8
Notepadsqty 100
Information brochuresqty 500
Brochure racksqty 40
Notice boardsqty 20

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pitchersqty 12
Thermos flasksqty 8
Small bowlsqty 24

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Measuring cupsqty 3
Kitchen scalesqty 2
Serving bowlsqty 20
Bowlsqty 20
Bread basketsqty 12
Pliersqty 12
Cutting knivesqty 6
Cutting boardsqty 6
Thermo boxesqty 6
Ice packsqty 24

Catering

Groceries

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Dustpan and brushqty 6
Cleaning glovesqty 12
Pedal binsqty 8
Waste sorting binsqty 6

Tips

Publish the fair date and opening hours before sending invitations, then keep the same details on the registration form, program and visitor information. Late changes create extra work for exhibitors and reception staff.
Close exhibitor registration early enough to finalize the booth layout and assign stand numbers. Send each exhibitor their stand details, arrival information and parking instructions before the final week.
Set a deadline for visitor registrations and dietary requirements. Use the confirmed numbers to share catering quantities and avoid ordering based on early estimates.
Prepare separate name badges, attendance lists and exhibitor passes. Print them at least one working day before the fair and sort them by registration type so check-in does not slow down.
Complete the venue walk-through before bringing materials inside. Check escape routes, power points, extension cords, reception signage and the position of tables, counters, chairs and waste bins before setup begins.

Frequently asked questions

How far in advance should I organize an education fair?: Start planning at least 8 to 12 weeks before the fair. Publish the date early, open registrations in the first planning phase and leave the final 1 to 2 weeks for layout, confirmations, printing and venue checks.
When should exhibitor registration close for an education fair?: Close exhibitor registration about 2 to 3 weeks before the event. This gives you time to process registrations, finalize the booth layout, assign stand numbers and send participant information.
When should I print education fair programs and name badges?: Print programs, opening hours, name badges, attendance lists and exhibitor passes 1 to 3 working days before the fair. Keep a small number of blank badges available for late changes or walk-in participants.
How many days before an education fair should I confirm catering numbers?: Confirm catering numbers 3 to 5 working days before the event, after the visitor and exhibitor registration deadline. Include dietary requirements and keep the final list with the reception team.

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.