Energy Fair Checklist

An energy fair needs more than confirmed exhibitors and a room full of tables. You also need a clear programme, working demonstration equipment, a practical booth layout and enough time for registrations, catering and setup. Start by fixing the date and inviting participating booths, then build the visitor information around the confirmed programme. In the final days, check every screen, meter, charger, cable and lighting item before the venue opens.

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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

Set the date and program
2 people
Approach participating booths
2 people
Confirm exhibitors
2 people
Draft invitations
2 people
Send invitations
2 people
Post promotion online
2 people
Distribute posters
3 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
2 people
Create the booth layout
2 people
Finalize the program
2 people
Share route directions
Check reservations
Order catering
2 people
Do the shopping
3 people
Check materials
2 people
Label the materials
2 people
Store catering chilled
2 people
Inform stands about setup
Open venue
2 people
Inspect venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set out booths
3 people
Build party tents
4 people
Connect power points
2 people
Test demonstration equipment
3 people
Hang lighting
2 people
Place information signs
2 people
Hang up route signs
2 people
Distribute booth materials
3 people
Set up registration desk
2 people
Set up catering
3 people
Make coffee and tea
2 people
Prepare snacks
3 people
Place waste stations
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
Guide the booths
3 people
Lead the energy quiz
2 people
Demonstrate solar panels
2 people
Demonstrate heat pump
2 people
Give energy advice
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Separate waste
2 people
Check toilets
Check stock
Arrange photo moments
Answer visitor questions
2 people
Inform last visitors
2 people
Close catering
2 people

Aftercare

Turn Off Power
2 people
Remove decorations
3 people
Dismantle stands
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Pack equipment
3 people
Collect waste
3 people
Take waste to the collection point
2 people
Wash dishes
3 people
Empty the coolers
2 people
Clean the venue
4 people
Inventory materials
2 people
Return materials
2 people
Return borrowed items
2 people
Collect lost and found items
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Bollardsqty 12
Storage cratesqty 20

Equipment

Laptopqty 3
Tabletsqty 4
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Portable speakerqty 2
Solar panel setsqty 2
Energy consumption metersqty 6
Thermal imaging camera
Thermostat modelsqty 2
LED lights for demonstrationqty 12
Power stripsqty 12
Extension cordsqty 12
USB chargersqty 6
Battery chargersqty 2

Lighting

LED garlandsqty 6
LED work lightsqty 4
Flashlightsqty 4

Decorations

Energy fair bannersqty 4
Directional signsqty 12
Table signsqty 20
Information boardsqty 10
Clipboardsqty 12
Flagsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Small bowlsqty 20
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Soup ladlesqty 4
Thermos bottlesqty 4
Cutting board matsqty 4
Ice packsqty 24
Kettlesqty 3
Coffee machinesqty 2

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Hand broomsqty 4

Catering

Groceries

Tips

Confirm exhibitors before publishing the final programme. Their names, booth requirements and demonstrations affect the layout, invitations and directional signs.
Open registration early enough to process responses and collect dietary requirements before ordering catering. Keep a separate count for exhibitors, staff and visitors so food quantities are based on real numbers.
Test energy demonstrations before setup day, especially solar panel sets, energy consumption meters, thermal imaging cameras and thermostat models. Charge tablets, laptops, battery chargers and USB chargers in advance.
Create the booth layout before moving tables and chairs into the venue. Mark booth numbers, storage areas, power-strip positions and cable routes so extension cords do not become a trip hazard.
Plan the final setup in a fixed sequence: inspect the venue, place tables and chairs, set out booths, add table signs and banners, then test microphones, screens, projection equipment and lighting before opening the doors.

Frequently asked questions

How far in advance should I organize an energy fair?: Start at least 8 to 12 weeks before the event. Fix the date and programme first, then allow time to approach booths, confirm exhibitors, send invitations, promote registration and order catering.
When should I confirm the energy fair exhibitors?: Aim to confirm exhibitors 4 to 6 weeks before the fair. That gives you enough time to finalize the booth layout, update the programme and tell each stand when and where to set up.
How long does energy fair setup take?: Allow at least 3 to 4 hours for setup, depending on the number of booths and demonstrations. Include time to inspect the venue, arrange furniture, place signs, connect equipment and test every demonstration.
When should I order catering for an energy fair?: Order catering after registration numbers and dietary requirements have been reviewed, normally 5 to 7 days before the event. Keep chilled catering refrigerated until serving and add a small reserve for late arrivals.

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.