Energy Savings Fair checklist: what to arrange and when

An Energy Savings Fair needs more than a row of exhibitor tables. You need time to confirm exhibitors, collect registrations and dietary requirements, plan the booth layout, and test presentation equipment before visitors arrive. Use the checklist to work from the first date and venue decisions through invitations, logistics, deliveries, setup, and the final safety check. Start early on exhibitor coordination and allow a clear setup window on the day for tables, signage, badges, screens, microphones, and demonstrations.

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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 participating exhibitors
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
Collect dietary requirements
Compile exhibitor list
Create the booth layout
2 people
Send parking information
Finalize the program
2 people
Send speaker information
Check reservations
Order groceries
2 people
Print promotional materials
2 people
Check exhibitor details
Prepare name badges
2 people
Prepare signage
2 people
Test equipment and cables
2 people
Confirm catering delivery
Open venue
2 people
Receive deliveries
3 people
Conduct a safety check
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Distribute stand materials
3 people
Connect power points
2 people
Hang lighting
2 people
Hang up signage
2 people
Set up registration desk
2 people
Set up the catering area
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test presentations
2 people
Lay out the program and information materials
2 people
Welcome exhibitors
3 people
Carry out final stand check
2 people

Event

Welcome visitors
3 people
Register visitors
3 people
Distribute program
2 people
Support exhibitors
2 people
Facilitate presentations
2 people
Guide demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep catering tables clean
2 people
Empty trash bins
2 people
Check toilets
Capture photo moments
Answer final questions
2 people
Wave goodbye to visitors
3 people
Check out exhibitors
2 people

Aftercare

Switch off equipment
2 people
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the catering area
2 people
Clean the venue
4 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Collect lost and found items

What to bring

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

Furniture

Trade fair tablesqty 16
Chairsqty 90
High tablesqty 8
Display wallsqty 12
Tableclothsqty 16
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 16
Extension cordsqty 16
USB chargersqty 8
Energy metersqty 6
Infrared thermometerqty 2
Demonstration panelsqty 6
Laptop standsqty 4
Presentation clickersqty 2

Registration

Registration tablesqty 2
Name badge holdersqty 120
Badge holdersqty 120
Desk pensqty 12
Clipboardsqty 6
Registration formsqty 180
Visitor wristbandsqty 180

Presentation

Flip chartsqty 3
Flip chart paperqty 6
Markersqty 24
Notepadsqty 120
Ballpoint pensqty 120
Question cardsqty 200
Notice boardsqty 6
Display standsqty 12

Decorations

Entrance banner
Directional signsqty 12
Program postersqty 10
Table signsqty 16
Name stickersqty 180
Tapeqty 8
Double-sided tapeqty 6
Cable rampsqty 12

Lighting

LED work lightsqty 6
LED string lightsqty 8
Emergency lightingqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 12
traysqty 8

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Cleaning glovesqty 8

Other

Toolboxesqty 2
Cable tiesqty 100
Scissorsqty 8
Measuring tapesqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Confirm the date and venue before inviting exhibitors, then publish the registration form early enough to track attendance and dietary requirements. A final registration check one week before the fair gives you time to adjust catering and seating.
Ask exhibitors for their display, power, and presentation needs at least 10 days before the event. Use the responses to create the booth layout and identify where laptops, screens, projectors, energy meters, and extension cords are needed.
Finalize the program and speaker information before printing promotional materials and signage. Send the parking instructions with the final program so visitors and exhibitors receive practical arrival details in one message.
Set up registration tables near the entrance with forms, clipboards, pens, badge holders, and wristbands ready before doors open. Prepare badges in advance when possible; writing them during the first 30 minutes creates a queue.
Reserve at least 90 minutes for venue setup and testing. Check power strips, extension cords, screens, the projector, wireless microphone, speakers, and presentation clickers before receiving visitors, then complete the safety check before opening.

Frequently asked questions

How far in advance should I organise an Energy Savings Fair?: Start at least 8 to 12 weeks ahead. Confirm the date and venue first, then allow several weeks for exhibitor invitations, registration, promotion, program planning, and equipment checks.
When should exhibitors confirm their requirements?: Set a deadline about 10 days before the fair for booth details, power needs, equipment, and presentation information. Compile the exhibitor list and booth layout immediately after that deadline.
How long does setup take for an Energy Savings Fair?: Allow at least 90 minutes for tables, chairs, display walls, tablecloths, signage, registration, and exhibitor displays. Add extra time if the projector, screens, wireless microphone, or speakers need troubleshooting.
When should I order catering and groceries?: Place the main order after registrations and dietary requirements have been checked, usually 5 to 7 days before the fair. Confirm the delivery time again on the day before the event so food arrives before visitors and exhibitors need it.

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.