Education fair checklist: what to arrange and when

An education fair needs more than confirmed schools and a room. You also need a registration process, exhibitor information, presentation timings, catering, printed materials, and working AV equipment. Start by fixing the date and location, then build the program and visitor list while schools confirm their participation. In the final week, check reservations, prepare badges and signs, test every presentation, and sort materials by stand. This checklist keeps the planning sequence clear from the first invitation to opening the venue.

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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
Contact participating schools
2 people
Open the registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Arrange exhibitor booths
2 people
Compile program
2 people
Confirm presentation times
Book catering
2 people
Order print materials
Check reservations
Prepare name badges
2 people
Prepare signage
Update visitor list
Email exhibitor information
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Sort brochures by stand
2 people
Test presentations
2 people
Open venue
2 people
Receive deliveries
3 people
Set up tables and chairs
5 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Display leaflets and brochures
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Connect coffee machines
2 people
Hang up signage
2 people
Set up the presentation area
3 people
Recheck the equipment
2 people
Briefing for reception team
2 people
Brief exhibitors
2 people

Event

Open the doors
3 people
Register visitors
4 people
Distribute program
2 people
Direct visitors to booths
2 people
Support exhibitors
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Announce presentations
Facilitate presentations
2 people
Operate technical equipment during presentations
Check toilets
Empty trash bins
2 people
Answer information questions
2 people
Arrange exhibitor breaks
Serve diet meals
2 people
Guide visitor flow
2 people
Guide the final presentations
2 people
Inform visitors about closing
See visitors out
3 people

Aftercare

Have exhibitors take down their stands
4 people
Collect brochures and materials
3 people
Collect tableware
2 people
Clear tables and chairs
5 people
Dismantle booth walls
4 people
Switch off the equipment
2 people
Chill leftover food
2 people
Sort waste
3 people
Clean the venue
4 people
Check materials
2 people
Return borrowed items
2 people
Return leftover catering
2 people
Archive registration details
Send thank-you emails

What to bring

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

Furniture

Standing tablesqty 30
Visitor chairsqty 120
Registration tablesqty 3
Beer tablesqty 6
High tablesqty 12
Table skirtsqty 30
Stoolsqty 24
Clothes racksqty 6

Equipment

Presentation laptopsqty 4
Projectorsqty 4
Projection screensqty 4
HDMI cablesqty 8
HDMI adaptersqty 8
Extension cordsqty 12
Power stripsqty 12
Wireless microphonesqty 3
Speakersqty 4
Microphone standsqty 3
Presentation clickersqty 4
Charging stationsqty 4
Coolersqty 6
Hand trucksqty 2
Cable traysqty 20

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Teaspoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Ice packsqty 24

Decorations

Display wallsqty 30
Booth numbersqty 30
Roll-up bannersqty 6
Plantsqty 12
Buntingqty 8
Directional signsqty 12
Name badge holdersqty 40
Pen holdersqty 30

Lighting

LED lightsqty 12
Light cablesqty 4

Catering

Groceries

Registration

Name badgesqty 400
Lanyardsqty 400
Registration formsqty 400
Clipboardsqty 10
Desk pensqty 30
Wristbandsqty 400

Office

Program flyersqty 500
Exhibitor foldersqty 40
A4 paperqty 5
Colored printer paperqty 3
Tapeqty 12
Double-sided tapeqty 8
Scissorsqty 8
Markersqty 40
Pensqty 100
Sticky notesqty 20
Staplersqty 4
Paper clipsqty 6
Envelopesqty 100
Trade fair bagsqty 400

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Trash binsqty 12
Waste sorting binsqty 6
Rubber glovesqty 12
Warning signsqty 4

Safety

Flashlightsqty 4
Batteriesqty 24
Barrier tapeqty 4
Cable tiesqty 200
Work glovesqty 12
Spare arrowsqty 20

Tips

Open the registration form before sending invitations, and ask for dietary requirements on the same form. Close or review registrations early enough to update the visitor list and catering numbers.
Give participating schools a confirmed booth plan and presentation schedule at least 7 days before the fair. Include arrival instructions and the deadline for sending presentation materials.
Test each presentation laptop, projector, screen, HDMI cable, adapter, microphone, speaker, and clicker at least 1 day before opening. Keep extension cords, power strips, and cable trays ready at every presentation area.
Prepare name badges, visitor signage, booth labels, and printed materials no later than the day before. Sort brochures by stand so exhibitors can place them quickly instead of searching through mixed boxes.
Schedule venue access with enough time to receive deliveries and set up registration tables, visitor chairs, standing tables, and presentation areas. Allow at least 90 minutes for furniture, signage, AV checks, chilled drinks, and final room checks.

Frequently asked questions

How far in advance should I organize an education fair?: Set the date and location at least 8 to 12 weeks ahead. Contact schools first, then open registration and confirm exhibitors before ordering catering and print materials.
When should registration open for an education fair?: Open registration as soon as the participating schools and basic program are confirmed, usually 4 to 6 weeks before the event. Review numbers weekly and finalize catering quantities 5 to 7 days before the fair.
What equipment do I need for an education fair presentation?: Allow one presentation laptop, projector, screen, HDMI cable, suitable adapter, clicker, microphone, and speaker for each presentation area. Test the complete setup at least 24 hours before visitors arrive.
How early should I arrive to set up an education fair?: Plan venue access at least 90 minutes before opening, and use 2 to 3 hours if deliveries, multiple booths, or several presentation areas are involved. Set up furniture first, then signage, registration, catering, and AV 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.