Franchise fair checklist: what to arrange and when

A franchise fair needs more than booked exhibitors and a room full of booths. You need a clear registration process, a finalized floor plan, working power and Wi-Fi, printed information, and enough time to prepare catering and badges. Start with the venue and exhibitor schedule, then lock the layout and participant details before ordering printed materials. On the day, allow time to check entrances, connect equipment, set up booths, and open the registration desk before visitors arrive.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Reserve the fair venue
Contact exhibitors
2 people
Publish the participants page
Send invitations
2 people
Process registrations
Send exhibitor information
Finalize booth layout
2 people
Collect dietary requirements
Book catering
Buy drinks and snacks
2 people
Prepare badges
2 people
Print the trade fair floor plan
Print participant list
Check exhibitor list
Sort booth materials
2 people
Chill the groceries
2 people
Open venue
2 people
Check the entrance and exit
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Distribute power outlets
2 people
Connect lighting
2 people
Hang up signage
2 people
Set up registration desk
2 people
Lay out badges
2 people
Set up the catering table
3 people
Refill coffee machines
2 people
Chill drinks
2 people
Prepare snacks
3 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Help exhibitors at their booth
4 people
Test equipment at each booth
2 people
Brief the registration team
2 people
Label catering allergens
2 people

Event

Staff the entrance desk
2 people
Register visitors
3 people
Issue badges
2 people
Direct visitors to booths
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep catering tables clean
2 people
Empty trash bins
2 people
Check toilets
Answer participant questions
2 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
3 people
Collect empty glasses
2 people
Final visitor guidance round
2 people
Check out exhibitors
2 people
Collect lost property
Close the registration desk
2 people

Aftercare

Collect stand materials
4 people
Dismantle booth walls
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty the refrigerators and coolers
2 people
Sort waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftover catering
2 people
Dispose of badges and waste
2 people
Send thank-you message
Archive registration details

What to bring

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

Furniture

Standing tablesqty 24
Bistro tablesqty 12
Chairsqty 120
High tablesqty 10
Stoolsqty 20
Registration desk
Clothes racksqty 2
Lockable cabinet
Display wallsqty 24
Brochure racksqty 24

Equipment

Laptopsqty 3
Tabletsqty 3
Screensqty 12
Projector
Projection screen
Wi-Fi router
Extension cordsqty 24
Power stripsqty 24
Charging stationsqty 3
Barcode scannerqty 2
Label printer
Speakersqty 2
Microphone
Audio mixer

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Trade show bannersqty 24
Logo stickersqty 24
Plantsqty 12
Tableclothsqty 24
Directional signsqty 12
Welcome sign
Program postersqty 6

Tableware

Water glassesqty 150
Wine glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving boardsqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Ice cube traysqty 6
Serving tongsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Refrigerated display casesqty 2

Cleaning

Waste binsqty 12
Microfiber clothsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Toilet brushesqty 3
Hand soap dispensersqty 6

Registration

Badge holdersqty 200
Lanyardsqty 200
Pensqty 50
Clipboardsqty 6
Name stickersqty 200
Wristbandsqty 200
Trade fair floor plansqty 200
Program flyersqty 200
Exhibitor foldersqty 30

Safety

Cable matsqty 24
Marking tapeqty 8
Work glovesqty 12
Flashlightsqty 4

Catering

Groceries

Tips

Reserve the venue before contacting exhibitors, and confirm access, opening time, tables, chairs, display walls, power outlets, lighting, Wi-Fi, and storage in writing. A layout change late in the process can affect every booth.
Set a firm exhibitor information deadline at least 10 days before the fair. Use the final responses to confirm booth names, logo files, equipment needs, dietary requirements, and the printed participant list.
Finalize the booth layout at least 7 days before opening. Mark entrances, exits, registration, catering, charging stations, power strips, screens, and any lockable storage so exhibitors know where to go.
Prepare badges, the participant list, floor plan, signage, and brochure materials 2–3 days ahead. Keep spare blank badges and a working label printer at the registration desk for last-minute changes.
Schedule venue setup at least 3 hours before visitors arrive. Set out tables, chairs, exhibition walls, brochure racks, banners, and tablecloths first; then connect lighting, screens, microphones, and power before chilling food and drinks.

Frequently asked questions

How far in advance should I organize a franchise fair?: Start planning at least 8–12 weeks before the fair. Reserve the venue first, then contact exhibitors and publish the participant page once the initial exhibitor list is confirmed.
When should the franchise fair booth layout be finalized?: Finalize the booth layout at least 7 days before the event. Print the trade fair floor plan and participant list only after exhibitor names, booth assignments, power needs, and access routes have been checked.
How much time is needed to set up a franchise fair?: Allow at least 3 hours for setup, or 4–5 hours if you are installing exhibition walls, screens, lighting, audio equipment, and several registration devices. Open the venue early enough to test Wi-Fi, power, and the entrance route before visitors arrive.
How many drinks should I provide at a franchise fair?: For a half-day fair, plan on 2–3 drinks per person, plus extra water for exhibitors and staff. Add snacks according to the confirmed registrations and dietary requirements, and chill groceries before the doors open.

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.