Entrepreneurs' Fair Checklist

An entrepreneurs' fair needs more than tables and exhibitor contacts. You also need a workable booth layout, clear registration, speaker details, catering numbers and reliable presentation equipment. Start by fixing the date and opening exhibitor registration, then build the program and floor plan from confirmed participants. In the final week, check dietary requirements, print badges and programs, send arrival instructions, and test every cable, microphone and payment terminal.

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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 fair date and times
Capture Participant Profile
2 people
Contact exhibitors
2 people
Design invitations
Send invitations
2 people
Open the registration form
Register exhibitors
2 people
Create the booth layout
2 people
Compile program
2 people
Confirm speakers
2 people
Calculate catering needs
2 people
Collect dietary requirements
2 people
Process registrations
2 people
Send confirmations
2 people
Collect name tag details
Make reservations
Post promotion on social media
Publish parking information
Send exhibitor instructions
Gather technical requirements
Design name badges
Print program
Print name badges
Prepare route signs
2 people
Gather promotional materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Bring materials to the venue
4 people
Open venue
2 people
Set up the entrance desk
2 people
Mark exhibition floor
2 people
Apply stand numbers
2 people
Set up tables
4 people
Set up chairs
3 people
Set up stands
6 people
Hang up decorations
3 people
Test lighting and power
2 people
Test presentations
2 people
Set up coffee station
3 people
Set out snacks
3 people
Prepare registration materials
2 people
Put up route signs
2 people
Briefing for reception team
4 people
Brief exhibitors
2 people

Event

Register visitors
4 people
Hand out name badges
2 people
Welcome visitors
3 people
Serve coffee and tea
3 people
Guide the exhibitors
2 people
Announce the program
Facilitate presentations
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve the networking drinks reception
4 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
Announce the final thank-you
Check out exhibitors
2 people
Escort the last visitors
2 people

Aftercare

Dismantle booth materials
6 people
Gather tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Empty the coolers
2 people
Sort waste
3 people
Clean the venue
4 people
Return materials
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Archive attendance list
Send thank-you message
Forward contact requests

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 12
Table skirtsqty 18
Coat racksqty 3
Bollardsqty 8
Registration desk

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Wireless microphoneqty 2
Presentation clickerqty 2
Portable speakersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminal

Tableware

Coffee cupsqty 150
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving traysqty 12
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 10
Serving spoonsqty 8
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 12

Decorations

Bannersqty 6
Buntingqty 8
Table décorqty 18
Flower arrangementsqty 6
Booth numbersqty 30
Poster puttyqty 6
Duct tapeqty 4
Scissorsqty 6
Ropeqty 3

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Toilet brushesqty 3

Catering

Groceries

Tips

Set the fair date and times before contacting exhibitors, then give registration a clear closing deadline. You need final participant details before designing the booth layout and printing name badges.
Ask each exhibitor for a short profile, contact details and technical needs during registration. Collect presentation requirements early enough to confirm the projector, screen, HDMI cables, microphone and power supplies.
Create the booth layout only after you know how many exhibitors are attending and what furniture each space needs. Leave clear routes between tables, high tables, the registration desk and any presentation area.
Calculate catering from confirmed registrations, not invitations sent. Collect dietary requirements before placing reservations, and check that coffee machines, kettles, cups, glasses, plates and serving equipment match the expected numbers.
Send exhibitors arrival, parking, booth and setup instructions before the fair, then publish the same parking information for visitors. Prepare route signs, name badges and printed programs before the final setup period, not on the event morning.

Frequently asked questions

How far in advance should I organize an entrepreneurs' fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date first, then allow several weeks for exhibitor registration, booth planning, speaker confirmation and promotion.
When should exhibitor registration close?: Close registration about 3 to 4 weeks before the fair. This gives you time to finalize the booth layout, catering quantities, name tag details, program and exhibitor instructions.
How many tables and chairs do I need for an entrepreneurs' fair?: Plan the furniture from the confirmed booth layout rather than using one fixed number. Count one assigned table and the required chairs per exhibitor, then add the registration desk, presentation seating and a small buffer for changes.
When should I print name badges and the event program?: Print both during the final week, after registrations and speaker details are closed. Keep at least 2 working days for corrections and prepare a few blank badges for late changes.

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.