Fire Department Fair Checklist

A fire department fair needs more than exhibitor tables and public demonstrations. You need a confirmed venue, a workable trade show floor plan, exhibitor information, registration materials, catering and clearly marked demo areas. Start with the date, location and permit checks, then confirm exhibitors and collect dietary requirements before ordering food. On event day, allow time to open the venue, cordon off loading areas and test microphones, screens, tablets and power connections before visitors arrive.

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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
2 people
Create the trade show floor plan
2 people
Compile exhibitor list
2 people
Send invitations
2 people
Confirm exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Check permits
2 people
Prepare parking information
Finalize the program
2 people
Design signage
Send exhibitor information
Print name badges
Print visitor lists
Check catering order
Do the shopping
2 people
Collect materials
3 people
Load transport
3 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibitor booths
6 people
Mark the demo areas
3 people
Set up registration desk
2 people
Set up catering point
3 people
Connect coffee machines
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out name badges
Hang up the program
2 people
Set up signage
3 people
Clear emergency routes
2 people
Check fire extinguishers
2 people
Check power outlets
2 people
Brief the registration team
2 people

Event

Welcome exhibitors
4 people
Register visitors
4 people
Hand out name stickers
2 people
Direct visitors to booths
2 people
Guide demonstrations
4 people
Announce the program
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Support exhibitors
2 people
Answer audience questions
2 people
Wrap up the final program item
2 people
Guide visitors to the exit
2 people
Have exhibitors unload
4 people

Aftercare

Close catering
3 people
Switch off equipment
2 people
Collect tableware
3 people
Dismantle tables and chairs
5 people
Take down trade fair stands
6 people
Collect waste
3 people
Clean the venue
4 people
Return materials
3 people
Return rental items
2 people
Clear away leftover stock
2 people
Register lost property
Inform exhibitors about pickup items
Send visitor thank-you gifts

What to bring

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

Furniture

Trade fair tablesqty 24
Folding chairsqty 80
Registration desk
Bar stoolsqty 8
Waste binsqty 12
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletsqty 4
Printer
Extension cordsqty 12
Power stripsqty 10
Presentation screensqty 4
Handheld microphonesqty 2
Walkie-talkiesqty 8
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Fire extinguishersqty 6
Bollardsqty 16
Barrier tapeqty 8
Traffic conesqty 12
Flashlightsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Ice packsqty 24

Decorations

Fire brigade bannersqty 8
Flagsqty 12
Tableclothsqty 24
Backdrop clothsqty 8
Name badgesqty 120
Directional signsqty 20
Program postersqty 10

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 40

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Cleaning glovesqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Finish the floor plan before inviting exhibitors, so you know how many trade fair tables, chairs and power points each booth requires. Mark demonstration areas separately and keep visitor routes clear.
Set an exhibitor deadline for registrations and dietary requirements at least 10 days before the fair. Use the final list to prepare name badges, visitor lists, booth labels and the exhibitor information pack.
Check permits and venue access no later than 4 weeks before the event. Confirm where vehicles can load and unload, then share parking information with exhibitors and visitors.
Prepare the registration desk with a laptop or tablets, a printer, printed visitor lists and spare extension cords. Test the equipment on site before opening, rather than discovering a missing power strip during check-in.
Set up catering with coffee machines, kettles, thermos flasks, cups, glasses, plates and serving utensils in one service area. Check the order on the day and place waste bins where queues and demonstrations will not be obstructed.

Frequently asked questions

How early should I start planning a fire department fair?: Start at least 8 weeks before the fair. Confirm the date and location first, then check permits, create the floor plan, invite exhibitors and arrange catering.
When should exhibitors confirm their attendance?: Set the confirmation deadline 3 to 4 weeks before the event. This gives you time to finalize the exhibitor list, print name badges and adjust tables, chairs and demo areas.
How long does setup take for a fire department fair?: Allow at least 3 hours for setup, plus extra time if exhibitors bring large displays. Open the venue early enough to place tables and chairs, set up booths, mark demo areas and test screens, microphones and registration equipment.
What should I prepare for visitor registration?: Prepare the registration desk, laptop or tablets, printer, visitor lists and name badges at least 1 day before the fair. Keep spare paper, extension cords and power strips available at the desk.

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.