Entertainment fair checklist and planning guide

An entertainment fair needs more than a date, venue, and exhibitor list. You also need a clear registration process, confirmed workshops, a practical floor plan, working presentation equipment, and enough time to brief every exhibitor. Start with the venue and date, then build the program and registration flow before promoting the fair. In the final week, check materials, print the run sheet and visitor list, confirm volunteers, and remind exhibitors where and when to set up.

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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

Reserve venue
Set the trade fair date
Create exhibitor list
2 people
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Set up visitor registration
Compile program
2 people
Confirm workshops
2 people
Collect dietary requirements
Book catering
Design promotional materials
2 people
Publish promotion
2 people
Check permits
Reserve equipment
Create floor plan
2 people
Assign pitch locations
2 people
Process registrations
2 people
Send exhibitor information
Schedule volunteers
2 people
Print the run sheet
Print the visitor list
Do the shopping
2 people
Check materials
2 people
Remind exhibitors
Open venue
2 people
Receive deliveries
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Hang up decorations
3 people
Set up the stage area
3 people
Connect the sound system
2 people
Test presentations
2 people
Test lighting
2 people
Set up catering
3 people
Chill drinks
2 people
Set up registration desk
2 people
Hang up the program
2 people
Conduct a safety check
2 people
Brief reception team
5 people

Event

Welcome exhibitors
3 people
Register visitors
4 people
Inform visitors
2 people
Deliver the opening presentation
2 people
Lead the workshops
3 people
Guide demonstrations
3 people
Guide the photo contest
2 people
Host the stage program
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Support the technical setup
2 people
Support exhibitors
2 people
Inform last visitors
2 people
Announce the closing
Check out exhibitors
3 people

Aftercare

Turn off the sound system
2 people
Clean up catering
3 people
Wash dishes
2 people
Gather tables and chairs
4 people
Remove decorations
3 people
Dismantle booth walls
4 people
Dispose of waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Return equipment
2 people
Thank exhibitors
Share photos
Process outstanding payments

What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
Registration desk
Bar stoolsqty 8
Display wallsqty 24
Clothes racksqty 4
Bollardsqty 12
Waste binsqty 10

Tableware

Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 100
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving spoonsqty 12

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Microphonesqty 4
Speakersqty 4
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 4
Flip chartsqty 4
Presentation clickersqty 3
Camera
Cable traysqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Hot traysqty 4
Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Ice packsqty 24

Decorations

Bannersqty 8
Balloonsqty 150
Balloon weightsqty 12
Tableclothsqty 24
Red carpet
Photo backdrop
Theme postersqty 20

Lighting

LED spotlightsqty 12
Light Stripsqty 6
Standing lampsqty 6
Batteriesqty 24

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the date and reserve the venue before inviting exhibitors. Allow at least 8 to 12 weeks for exhibitor outreach, visitor promotion, permits, and equipment planning.
Open visitor registration only after the basic program is stable. Publish confirmed workshops, collect dietary requirements, and send exhibitors their pitch locations before the final week.
Draw the floor plan with tables, display walls, clothes racks, the registration desk, seating, and clear cable routes. Check that presentation areas have the required microphones, speakers, projector, screen, and power strips.
Schedule volunteer shifts in blocks of at least 3 hours and assign someone to registration, exhibitor support, workshop changes, and equipment checks. Print the run sheet and visitor list before event day rather than relying on one laptop.
Do a physical materials check 2 to 3 days before opening. Test coffee machines, kettles, microphones, projection equipment, charging stations, extension cords, and cable trays, then send exhibitors one final reminder with arrival instructions.

Frequently asked questions

How far in advance should I organize an entertainment fair?: Start planning 8 to 12 weeks before the fair. That gives you time to reserve the venue, set the date, invite exhibitors, confirm workshops, arrange catering, check permits, and promote visitor registration.
When should exhibitors receive their pitch locations?: Assign pitch locations at least 7 days before the fair. Send the floor plan and exhibitor information together so participants can prepare their tables, display walls, clothes racks, or other presentation materials.
When should I print the visitor list and run sheet?: Print both 1 day before the event, after registrations and the program have been checked. Keep a digital copy on the laptop as backup, but do not depend on internet access at the registration desk.
How many volunteers are needed for an entertainment fair?: Plan at least 1 volunteer for registration, 1 for exhibitor support, and 1 for workshop or equipment coordination during busy periods. For a larger fair, add 1 volunteer per additional 50 to 75 expected visitors.

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.