Franchise fair checklist: what to arrange and when

A franchise fair depends on more than confirmed exhibitors and a room full of stands. You need the floor plan, registration process, visitor information, catering, presentations and equipment to line up before opening day. Start by confirming the date and location, then build the exhibitor and visitor journey around the available space. Use this checklist to keep deadlines visible and catch details such as dietary requirements, stand numbers, badges and parking information before they become last-minute problems.

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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
Determine the booth layout
2 people
Contact franchise owners
2 people
Send participant terms and conditions
Publish registration form
Send invitations
2 people
Launch social media promotion
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Book catering
Reserve beverage delivery
Reserve equipment
Publish parking information
Compile program
2 people
Confirm speakers
Collect presentations
Assign stand numbers
Prepare visitor badges
2 people
Print exhibitor information
Design route signs
Send the final visitor email
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Pick up drinks
2 people
Open venue
2 people
Clear the loading and unloading area
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang up stand numbers
2 people
Put up route signs
2 people
Set up the stage backdrop
3 people
Connect lighting
2 people
Connect the sound system
2 people
Set up registration desk
2 people
Prepare badges per stand
2 people
Display promotional materials
3 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test the equipment
2 people
Set up presentations
Conduct a safety check
2 people
Brief the registration team
2 people

Event

Open the doors
2 people
Register visitors
3 people
Hand out badges
2 people
Direct visitors to booths
2 people
Facilitate presentations
2 people
Manage microphones
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the coffee station
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Answer visitor questions
2 people
Take event photos
Inform last visitors
2 people
Close doors
2 people

Aftercare

Dismantle booth materials
4 people
Switch off the equipment
2 people
Gather promotional materials
3 people
Collect tableware
2 people
Store food chilled
2 people
Sort waste
2 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftover drinks
Archive photos and files
Send thank-you email
Check invoices

What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 120
Bar stoolsqty 24
Registration desk
Lounge armchairsqty 8
Lounge tablesqty 4
Stage
Clothes racksqty 4
Lockable cabinetsqty 6
Display wallsqty 48
Foldable tablesqty 8
Stoolsqty 16

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 180
Wine glassesqty 120
Platesqty 180
Dessert platesqty 150
Cutlery setsqty 180
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 8
Thermos flasksqty 8

Equipment

Coffee machinesqty 4
Kettlesqty 4
Refrigeratorsqty 4
Coolersqty 8
Laptopsqty 2
Screensqty 4
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 4
Barcode scannersqty 2
Payment terminalsqty 2
Hand trucksqty 2
Tool casesqty 2

Decorations

Company flagsqty 12
Logo foam boardsqty 24
Bannersqty 12
Tableclothsqty 24
Plantsqty 16
Directional signsqty 12
Booth numbersqty 24
Program boardsqty 4
Flip chartsqty 6
Markersqty 24

Catering

Name badgesqty 250
Lanyardsqty 250
Program bookletsqty 250
Notepadsqty 250
Ballpoint pensqty 250
Carrier bagsqty 250
Wristbandsqty 250
Napkinsqty 500
Stirrersqty 300
Paper strawsqty 250
Disposable cupsqty 300
Groceries

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Cleaning cartsqty 2
Paper towelsqty 12

Lighting

LED spotlightsqty 12
Standing lampsqty 6
Mood lightingqty 6

Tips

Create the trade show floor plan before assigning stand numbers. Include the registration desk, stage, lounge area, catering points and clear routes so display walls, standing tables and visitor chairs do not narrow the aisles.
Set an exhibitor deadline for registration details, terms acceptance and presentation files. Confirm every exhibitor after that deadline, then print the final exhibitor information and prepare badges from the approved list.
Book catering and beverage delivery only after you know the expected visitor and exhibitor count. Check coffee cups, tea glasses, water glasses, plates, cutlery, serving platters and thermos flasks against the shopping list before delivery.
Send parking information and the final visitor email close enough to the event for details to be current, but early enough for visitors to plan their journey. Include the registration process, opening time, route signs and any badge instructions.
Run a final equipment check before the venue setup begins. Test laptops, screens and the projector, and confirm that coffee machines, kettles, refrigerators and coolers have both a location and a usable power supply.

Frequently asked questions

How far in advance should I plan a franchise fair?: Start planning at least 12 weeks before the fair. Confirm the date and location first, then allow time for exhibitor outreach, registrations, catering, equipment reservations and visitor promotion.
When should franchise fair exhibitors receive their stand numbers?: Assign stand numbers after exhibitor confirmations and the floor plan are final, usually 1 to 2 weeks before the event. Send the number with setup information and the final exhibitor details.
When should I send the final email to franchise fair visitors?: Send the final visitor email 3 to 5 days before the fair. Include parking information, arrival instructions, the program, registration or badge details and any route information visitors need on the day.
How do I prepare catering for a franchise fair?: Collect dietary requirements during registration and give the confirmed numbers to the caterer at least 7 days before the event. Recheck quantities, beverage delivery, serving equipment and tableware during the final stock check.

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.