Education Fair Checklist

An education fair needs more than confirmed schools and a room. You must coordinate education providers, exhibitor booths, visitor registration, workshops, catering, equipment and clear wayfinding. Start with the date and location, then build the exhibitor and participant lists before finalizing the floor plan and program. Use this checklist to keep deadlines visible and avoid late jobs such as printing badges, copying workshop worksheets, confirming power access and checking the weather forecast.

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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
Contact education providers
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Update participant list
Arrange exhibitor booths
2 people
Schedule workshops
2 people
Make reservations
Order catering
2 people
Inventory equipment
2 people
Finalize the program
2 people
Create floor plan
Prepare parking information
Design info signs
Design signage
Post promotion on social media
Prepare name badges
2 people
Print registration lists
Copy worksheets for workshops
2 people
Confirm materials with exhibitors
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Open venue
2 people
Set up tables and chairs
6 people
Welcome exhibitors
3 people
Assign stand locations
3 people
Hand Out Booth Materials
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up registration desk
2 people
Set up workshop rooms
3 people
Build the catering buffet
3 people
Set out coffee and tea
2 people
Test the equipment
2 people
Check toilets
Briefing for reception team
3 people
Brief exhibitors
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
2 people
Guide the exhibitors
2 people
Lead the workshops
4 people
Replenish informational materials
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Check toilets periodically
Register lost and found items
Inform last visitors
2 people
Check out exhibitors
2 people

Aftercare

Clear tables and chairs
5 people
Collect stand materials
3 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the venue
4 people
Switch off the equipment
2 people
Remove decorations
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Archive registration details
Send thank-you messages
Share photos with participants

What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Registration desk
Brochure racksqty 12
Clothes racksqty 4
Bollardsqty 12
Waste binsqty 10

Equipment

Laptopqty 3
Tabletsqty 6
Screensqty 6
Projectorqty 2
Projection screenqty 2
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 12
Batteriesqty 24
USB sticksqty 4
Cable tiesqty 100

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coolersqty 6
Ice containersqty 4

Decorations

Tableclothsqty 24
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Plant decorationsqty 12
Photo backdrop
Table décorqty 24

Paper goods

Name badgesqty 150
Program leafletsqty 250
Floor plansqty 150
Workshop formsqty 200
Evaluation formsqty 150
Notepadsqty 100
Pensqty 150
Markersqty 60
Sticky notesqty 40
Clipboardsqty 12
A4 printing paperqty 5
Tapeqty 12
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Poster puttyqty 12
Permanent markersqty 24

Lighting

LED string lightsqty 8
LED lightsqty 12
Desk lampsqty 8

Cleaning

All-purpose cleanerqty 4
Glass cleanerqty 2
Dish soapqty 3
Spongesqty 12
Cleaning clothsqty 24
Mopqty 4
Bucketsqty 4
Hand soapqty 8
Hand sanitizerqty 8
Paper towelsqty 12
Toilet paperqty 24
Trash bagsqty 80
Paper towelsqty 12

Catering

Groceries

Tips

Set a registration deadline early enough to process names and dietary requirements before catering is ordered. Keep the participant list updated throughout the final week, then print a registration list for the welcome desk.
Reserve tables, chairs, bar stools, brochure racks and the registration desk based on the number of exhibitors and planned visitor flow. Confirm the booth layout before sending the final floor plan to participating schools and education providers.
Test every workshop setup before the fair, including the laptop, screens, projector, projection screen, speakers and microphones. Count extension cords, power strips, charging cables and batteries rather than assuming the venue has enough.
Prepare signage for the entrance, registration desk, workshop rooms, parking and exhibitor areas at least one day before the event. Name badges, information signs and brochure displays are easy to leave until the last hour.
Plan refreshments by service point and audience size: coffee cups, glasses, plates, cutlery, small bowls and serving spoons should be placed before exhibitors arrive. Keep thermos flasks and waste bins accessible so the registration area does not become a bottleneck.

Frequently asked questions

How far in advance should I organize an education fair?: Start contacting schools and education providers at least 8 to 12 weeks before the fair. Open registration as soon as the main exhibitors and date are confirmed, then finalize the program and floor plan during the final 1 to 2 weeks.
When should registration close for an education fair?: Close registration 5 to 7 days before the event if you need printed lists, name badges and catering numbers. Leave a small process for late registrations, but update the working participant list daily during the final week.
How many tables do I need for an education fair?: Allow at least one table per exhibitor booth, plus a separate registration desk and tables for catering or workshop materials. Confirm the exact count after the exhibitor list is stable, ideally 7 to 10 days before the fair.
What equipment should I test before an education fair?: Test the laptop, projector, projection screen, screens, speakers and microphones at least one day before opening. Check every extension cord, power strip, charging cable, USB stick and battery during the same equipment inventory.

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.