Golf fair checklist: what to arrange and when

A golf fair needs more than exhibitor bookings and a room full of stands. You also need a clear registration process, a workable booth layout, reliable power for presentations and enough time to build the putting area. Start by fixing the date, opening hours and exhibitor spaces, then move on to invitations, registrations, catering and printed information. This checklist follows the practical order from early planning through venue setup, so the details people often leave until the last day are covered.

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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

Set the trade fair date and opening hours
2 people
Compile exhibitor list
2 people
Confirm exhibitor booth spaces
2 people
Send invitations
2 people
Open the registration form
Publish the fair program
2 people
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Order print materials
Design signage
Work out stand layout
2 people
Send exhibitor information
Send parking information
Check stock
2 people
Pick up groceries
2 people
Bring materials to the venue
3 people
Check the venue and entrance
2 people
Unload tables and chairs
4 people
Hang up booth map
2 people
Set up stand tables
4 people
Place chairs by the stands
3 people
Set up registration desk
2 people
Set up the golf demonstration
3 people
Lay Out Putting Green
2 people
Set up the presentation area
2 people
Connect lighting and cables
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks and lunch
3 people
Lay out name badges and lists
2 people

Event

Welcome exhibitors
3 people
Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Guide exhibitors to their booths
2 people
Lead Golf Clinics
2 people
Assist with the putting competition
2 people
Announce presentations
Operate presentation equipment
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet and coffee table
2 people
Empty trash bins
2 people
Check toilets periodically
Answer visitor questions
2 people
Inform last visitors
2 people
Close the registration desk
2 people

Aftercare

Check out exhibitors
3 people
Gather golf equipment
3 people
Dismantle tables and chairs
4 people
Switch off equipment
2 people
Wash dishes and glasses
2 people
Collect and remove waste
3 people
Clean the venue
3 people
Remove decorations and signage
2 people
Return materials
3 people
Return rental items
2 people
Store leftover groceries
2 people
Register lost and found items
Send thank-you message to exhibitors
Follow up on visitor information

What to bring

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

Furniture

Standing tablesqty 24
Folding chairsqty 60
Registration desk
Bar stoolsqty 8
Tableclothsqty 24
Waste binsqty 8

Sports equipment

Putting matsqty 2
Golf clubsqty 12
Golf Ballsqty 120
Putting cupsqty 4
Tee Matsqty 2
Golf teesqty 200
Competition scorecardsqty 100

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Tongs and serving spoonsqty 8

Decorations

Golf flagsqty 6
Bannersqty 12
Table signalsqty 24
Direction signsqty 12
Name badgesqty 180

Lighting

LED string lightsqty 6
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand broomsqty 2

Catering

Groceries

Tips

Set the date and opening hours before inviting exhibitors. Keep the registration form open long enough to collect attendee numbers and dietary requirements before ordering catering.
Reserve booth spaces from a measured floor plan, not estimates. Mark entrances, registration, catering and the putting demonstration so visitors can move through the fair without blocking stands.
Send exhibitors one information pack before the event with their booth location, arrival instructions, parking details, setup time and the equipment they must bring themselves.
Test every presentation item at the venue before doors open. Check the laptop, projector, screen, microphones, speakers, extension cords and cable mats together rather than discovering a connection problem during the demonstration.
Build the putting area before the final walk-through. Put the mats, cups, clubs, balls, tees and scorecards in place, then leave a clear route around it and check that loose cables and waste bins do not create trip hazards.

Frequently asked questions

How far in advance should I organise a golf fair?: Start planning at least 8 to 12 weeks before the event. Fix the date and opening hours first, then confirm exhibitors before sending invitations and opening registration.
When should I order catering for a golf fair?: Order catering after registration numbers and dietary requirements are reviewed, usually 7 to 10 days before the fair. Keep a final attendee check 2 or 3 days before ordering any last additions.
How early should exhibitors arrive at a golf fair?: Give exhibitors a setup slot at least 2 hours before opening. This allows time to unload tables and chairs, place booth signage, check the stand layout and resolve missing equipment before visitors arrive.
What equipment is needed for a golf demonstration?: Allow space for putting mats, putting cups, golf clubs, golf balls, tee mats, golf tees and competition scorecards. Add at least 30 minutes for setup and a safety check before the demonstration begins.

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.