Fishing Trade Show Checklist

A fishing trade show involves more than booking a venue and inviting exhibitors. You need time to confirm stands, collect registrations and dietary requirements, coordinate deliveries, and prepare the floor plan, signage and equipment. This checklist covers the work in a practical order, from publishing the date and opening registration to welcoming exhibitors and setting up tables. Use it to see what must be completed early and what can wait until the final event day.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish date and times
Contact exhibitors
2 people
Open registration form
Send invitations
2 people
Post social media messages
Process registrations
2 people
Collect dietary requirements
Create the booth layout
2 people
Confirm exhibitors
Make reservations
Send parking information
Compile program
2 people
Brief presenters
Coordinate deliveries
Prepare name badges
2 people
Print floor plan
Print Signage
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Clear the loading and unloading area
2 people
Welcome exhibitors
3 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Distribute power outlets
2 people
Tape down cables securely
2 people
Hang up stand numbers
2 people
Hang up signage
2 people
Set up the registration desk
2 people
Prepare registration materials
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Set up the presentation area
3 people
Test audio and video
2 people
Check lighting and emergency exits
2 people
Give staff briefing
Check the doors and entrance
2 people

Event

Register visitors
3 people
Welcome exhibitors
2 people
Staff the information desk
2 people
Guide demonstrations
2 people
Announce presentations
Check access and flow
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Register lost and found items
Guide the final presentations
2 people
Check out exhibitors
2 people
Guide visitors to the exit
2 people

Aftercare

Switch off equipment
2 people
Clear tables and chairs
4 people
Dismantle booth walls
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return materials
2 people
Store leftover stock
2 people
Handle lost and found

What to bring

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

Furniture

Standing tablesqty 24
Trade fair tablesqty 6
Chairsqty 80
Folding chairsqty 20
Bar stoolsqty 8
Display wallsqty 16
Dressing tablesqty 4
Waste binsqty 10
Clothes racksqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 10
Cable reelsqty 4
Payment terminalsqty 2
Cash boxesqty 2
Walkie-talkiesqty 6
Laptop locksqty 2

Lighting

LED spotlightsqty 12
Mood lightingqty 6

Decorations

Stand number signsqty 24
Signage boardsqty 12
Program postersqty 10
Floor plansqty 100
Banner standsqty 4
Flagsqty 8
Tableclothsqty 30
Poster puttyqty 10
Painter's tapeqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Soup ladlesqty 4
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 3
traysqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm exhibitors before finalising the booth layout. Allow time to place late confirmations, assign stand numbers and print an accurate floor plan and stand signage.
Set a registration deadline several days before the show. Use the final list to prepare name badges, process dietary requirements and give presenters and exhibitors reliable attendance numbers.
Reserve delivery and unloading access in advance, then keep the loading area clear on setup day. Coordinate arrival times so display walls, trade fair tables, banners and technical equipment do not arrive together.
Test the presentation setup before doors open. Check the laptop, projector, screen, speakers, microphones, mixer, extension cords and power strips together rather than assuming they will work individually.
Plan refreshments around the programme and opening time. Chill drinks and prepare snacks before exhibitors arrive, and check waste bins, payment terminals or cash boxes before visitors begin buying anything.

Frequently asked questions

How far in advance should I organise a fishing trade show?: Start at least 8 to 12 weeks before the show. Publish the date and times early, contact exhibitors, open registration and leave the final 1 to 2 weeks for confirmations, printing and delivery coordination.
When should exhibitors confirm their fishing trade show stands?: Set a confirmation deadline about 3 to 4 weeks before the event. This gives you enough time to complete the booth layout, assign stand numbers, print the floor plan and send accurate arrival information.
What equipment do I need for a fishing trade show presentation?: Allow for a laptop, projector, projection screen, speakers, microphones and a mixer if presenters need sound support. Bring extension cords, power strips and cable trays, and test the complete setup at least 2 hours before opening.
When should I prepare name badges and dietary requirements?: Close registration several days before the event, ideally 3 to 5 days in advance. Use the final attendee list for name badges, catering numbers and dietary notes, while keeping a small number of blank badges for late arrivals.

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.