Entrepreneurs' Fair Checklist

An entrepreneurs' fair needs more than exhibitor tables and a registration desk. You need a clear floor plan, confirmed exhibitors, a timed programme, working presentation equipment and enough people to manage arrivals and deliveries. This checklist covers the full run-up, from confirming the date and location to printing the registration list and collecting materials. Use it to keep exhibitor communication, catering, sponsor visibility and technical details from becoming last-minute problems.

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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
Work out the trade fair layout
2 people
Compile exhibitor list
2 people
Send invitations
2 people
Publish registration form
Contact exhibitors
2 people
Confirm speakers
Create the program
2 people
Process registrations
2 people
Collect dietary requirements
Send exhibitor information
Collect sponsor logos
Publish the promo message
Make reservations
Place catering order
Assess technical requirements
2 people
Collect presentations
Assign pitch locations
2 people
Prepare name badges
2 people
Design signage
Carry out printing
2 people
Assign volunteers
Confirm deliveries
Print the registration list
Collect materials
3 people
Do the shopping
2 people
Check catering
2 people
Label boxes per booth
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up registration desk
2 people
Set up exhibitor tables
4 people
Set up chairs
3 people
Number the stands
2 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Set up the presentation area
3 people
Test sound system
2 people
Hang up signage
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Sort name tags
2 people
Brief service team
2 people
Give exhibitor briefing
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Give the opening speech
Facilitate presentations
2 people
Serve catering
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
Arrange photo moments
Host the networking drinks reception
3 people
Give the closing speech
Check out exhibitors
2 people
See visitors out
2 people

Aftercare

Collect stand materials
4 people
Take down tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the venue
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Send exhibitor thank-you notes
Send visitor email
Archive photos
Collect reimbursements
Archive registration details

What to bring

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

Furniture

Exhibitor tablesqty 24
Foldable tablesqty 8
Chairsqty 120
Registration desk
Buffet tablesqty 4
Bar stoolsqty 8
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 6
Water jugsqty 8

Decorations

Tableclothsqty 32
Plantsqty 12
Buntingqty 8
Name badge holdersqty 30
Logo postersqty 30
Photo backdrop

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 3
Presentation clickersqty 2
Coolersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Bottle openersqty 6
Serving plattersqty 16

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start with the date, location and floor plan before inviting exhibitors. Mark exhibitor tables, pitch locations, registration, catering, waste bins and power access so you can identify capacity and cable requirements early.
Set a firm exhibitor deadline for registration details, logos, presentations and dietary requirements. Send the final exhibitor information at least 7 days before the fair, including arrival time, table allocation and what each exhibitor must bring.
Build the programme around confirmed speakers and realistic changeover time. Leave at least 10 minutes between pitches or presentations for questions, movement and technical resets.
Check every presentation setup in the actual room before the event. Test the laptop, projector, screen, speakers, microphones, microphone stands, power strips and extension cords together rather than checking each item separately.
Prepare the arrival process before printing badges and the registration list. Assign volunteers to registration, exhibitor support and room assistance, and confirm catering and equipment deliveries at least 48 hours in advance.

Frequently asked questions

How far in advance should I organise an entrepreneurs' fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow time for exhibitor invitations, registrations, speaker confirmations, catering, printing and technical checks.
When should exhibitors receive the event information?: Send the final exhibitor information 7 days before the fair. Include the venue details, arrival time, assigned pitch location, table arrangements, programme, presentation instructions and the deadline for outstanding materials.
How many volunteers do I need for an entrepreneurs' fair?: Plan for at least 1 volunteer at registration, 1 person supporting exhibitors and 1 person available for room or programme issues. Add more people when registrations, exhibitor numbers or the venue layout make one-person coverage impractical.
When should I order catering for an entrepreneurs' fair?: Place the catering order after registrations and dietary requirements have been reviewed, ideally 7 to 10 days before the fair. Confirm the final headcount, serving time, coffee and water service, plates, glasses, cups, cutlery and buffet setup.

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.