Franchise fair checklist: what to arrange and when

A franchise fair depends on getting exhibitor logistics and visitor registration right at the same time. Start by securing the venue and date, then build the exhibitor list, open registration, and sell booth spaces. In the final weeks, confirm contracts, invoices, dietary requirements, technical needs, and the floor plan. This checklist also covers the details that are easy to leave too late: badges, parking information, Wi-Fi, power, signage, and printed event documents.

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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

Reserve venue
Record date and times
Compile exhibitor list
2 people
Invite exhibitors
2 people
Publish registration form
Invite attendees
2 people
Post promotion online
Distribute promotion through partners
2 people
Send exhibitor contracts
Sell booth spaces
2 people
Process registrations
2 people
Collect dietary requirements
Send exhibitor invoices
Create the booth layout
2 people
Book catering
Gather technical requirements
Design name badges
Close visitor registration
Export visitor list
Send exhibitor information
Finalize the floor plan
2 people
Publish parking information
Print the run sheet
Print name badges
2 people
Check materials
2 people
Do the shopping
2 people
Prepare the exhibitor reception
2 people
Prepare the registration desk
2 people
Set up booth materials
4 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Place sign boards
3 people
Hang signs
2 people
Hang up decorations
3 people
Check the lighting
2 people
Test Wi-Fi and power
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Display snacks
3 people
Prepare registration materials
2 people
Briefing for reception team
Give exhibitor briefing
2 people

Event

Welcome visitors
4 people
Register visitors
3 people
Hand out name badges
2 people
Guide exhibitors
2 people
Staff the information desk
2 people
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
Collect tableware
2 people
Wash dishes
2 people
Answer visitor questions
2 people
Inform last visitors
2 people
Check out exhibitors
2 people
Register lost property

Aftercare

Dismantle exhibitor stands
6 people
Put furniture back
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect waste
3 people
Clean the venue
4 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Count inventory
Return rental items
2 people
Keep lost and found items
Check exhibitor invoices
Send thank-you email to attendees
Send thank-you email to exhibitors
Archive photos and files

What to bring

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

Furniture

Trade fair tablesqty 30
Exhibition chairsqty 90
Registration deskqty 2
Bar stoolsqty 12
Folding chairsqty 12
Coat racksqty 4
Bollardsqty 8
Barrier tapeqty 4
Tableclothsqty 30
Brochure racksqty 25

Equipment

Laptopsqty 4
Tabletsqty 3
Badge printer
Label printer
Card machinesqty 2
Barcode scannersqty 2
Wi-Fi router
Extension cordsqty 12
Power stripsqty 15
USB chargersqty 8
Power banksqty 4
Presentation screensqty 2
HDMI cablesqty 4
Speakersqty 2
Microphone
Tool casesqty 2
Roll containersqty 4
Cable matsqty 12

Decorations

Company bannersqty 6
Backdropsqty 25
Exhibitor name signsqty 25
Directional signsqty 12
Welcome sign
Directional signsqty 10
Plantsqty 12
Flagsqty 8
Adhesive hooksqty 40
Cable tiesqty 200

Tableware

Coffee cupsqty 100
Glassesqty 150
Wine glassesqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving spoonsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 15
Food warmersqty 4
Storage binsqty 12
Kitchen tongsqty 8
Kettlesqty 3
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 30
Cleaning glovesqty 12

Lighting

LED spotlightsqty 12
String lightsqty 6

Catering

Groceries

Paper goods

Name badgesqty 300
Lanyardsqty 300
Visitor listsqty 6
Exhibitor manualsqty 30
Floor plansqty 250
Program leafletsqty 250
Pensqty 80
Notepadsqty 60
Printer paperqty 2
Label sheetsqty 10
Bindersqty 6
Clipboardsqty 8

Tips

Set the venue, date, and opening hours before inviting exhibitors. You need those details for contracts, registration forms, promotional material, and the final run sheet.
Treat booth sales and exhibitor administration as separate deadlines. Send contracts early, issue invoices after spaces are confirmed, and send the final exhibitor information before the event week.
Close visitor registration before printing badges and exporting the visitor list. Allow at least one working day to check names, company details, dietary requirements, and duplicate registrations.
Build the booth layout around the required tables, chairs, registration desk, brochure racks, and presentation areas. Mark power points, cable routes, and access paths before the floor plan is finalized.
Check technology and printed materials together during the final setup review. Test laptops, tablets, card machines, barcode scanners, Wi-Fi, screens, HDMI cables, speakers, microphones, badge printers, and the run sheet before doors open.

Frequently asked questions

How far in advance should I organize a franchise fair?: Start venue and date planning at least 12 weeks before the fair. Open exhibitor and visitor registration once the venue, opening hours, booth capacity, and basic floor plan are confirmed.
When should franchise fair exhibitor registration close?: Close exhibitor registration early enough to finalize the booth layout and technical requirements, usually 2 to 3 weeks before the fair. Send the final exhibitor information after the layout and access details are confirmed.
How many badges should I print for a franchise fair?: Print one badge for every confirmed visitor and exhibitor, plus around 5% extra for corrections, replacements, and late changes. Export the visitor list only after registration has closed and the names have been checked.
When should I finalize the franchise fair floor plan?: Finalize the floor plan about 1 to 2 weeks before the event, after booth sales, exhibitor requirements, furniture, and power needs are known. Keep a printed copy for the registration desk and the setup team.

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.