Home and living fair checklist: plan it in the right order

A home and living fair needs more than booked exhibitors and attractive stands. You need a workable floor plan, clear stand assignments, visitor registration, supplier coordination and enough time for permits, insurance and safety checks. Start with the date and venue, then build the exhibitor list and program before ordering printed materials or setting up furniture. This checklist helps you keep the planning sequence clear and avoid the details that are often left until the final week.

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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
Assign stalls
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Make reservations
Check permits
Check insurance
Draw up house rules
Develop safety plan
2 people
Confirm suppliers
Process registrations
2 people
Collect dietary requirements
Update exhibitor list
Assign stand numbers
2 people
Create the program
2 people
Have the map printed
Design signage
Publish on social media
Send press release
Check badge details
2 people
Prepare badges
2 people
Buy supplies
2 people
Collect materials
3 people
Open venue
2 people
Mark the floor and walking routes
3 people
Set up exhibition walls
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering area
2 people
Hang lighting
3 people
Connect the sound system
2 people
Hang decorations
3 people
Set up signage
2 people
Set up booth materials
4 people
Welcome exhibitors
3 people
Hand out exhibitor badges
2 people
Test the equipment
2 people
Prepare snacks
3 people
Chill drinks
2 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Register visitors
2 people
Hand out maps
Support exhibitors
2 people
Facilitate presentations
2 people
Check the sound level
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Register lost and found items
Escort the last visitors
3 people
Check out exhibitors
2 people

Aftercare

Turn Off Power
2 people
Remove decorations
3 people
Dismantle booth walls
4 people
Stack tables and chairs
3 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Record damage
Return borrowed items
2 people
Store leftover stock
2 people
Collect invoices
Send thank-you message
Share photos

What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
Registration desk
Bar stoolsqty 12
Lounge sofasqty 8
Lounge armchairsqty 12
Side tablesqty 12
Display wallsqty 48
Brochure standsqty 24
Clothes racksqty 6
Folding tripodsqty 12
Bollardsqty 10

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Card machinesqty 4
Extension cordsqty 20
Power stripsqty 16
Cable reelsqty 6
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Mixer
Handheld scannersqty 2

Decorations

Buntingqty 8
Plantsqty 24
Vasesqty 12
Cushionsqty 30
Tableclothsqty 32
Photo wallsqty 2
Poster standsqty 12
Name badge holdersqty 50

Lighting

LED spotlightsqty 16
String lightsqty 8
Desk lampsqty 12
Emergency lightsqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 8

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 18
Hand soap dispensersqty 8

Catering

Groceries

Tips

Confirm the venue, date, permits and insurance before inviting exhibitors. Check access times, power availability and any restrictions on displays, signage or food service at least 8 weeks before opening.
Create the floor plan before assigning stalls. Include the registration desk, aisles, lounge seating, display walls and cable routes, then give each exhibitor a stand number and send the map with their confirmation.
Set a registration deadline at least 7 days before the fair. Use the final list to prepare badges, check dietary requirements and estimate how many tables, chairs, scanners and staff members are needed.
Order printed materials and signage after the layout is stable, ideally 2 to 3 weeks before the event. People often forget directional signs, spare badge supplies, extension cords and power strips until setup day.
Run a full supplier and safety check 2 to 3 days before opening. Test laptops, tablets, printers, card machines, microphones and speakers, and tape or cover every cable crossing a visitor route.

Frequently asked questions

How far in advance should I plan a home and living fair?: Allow at least 8 to 12 weeks for a small fair with several exhibitors. Use the first 2 weeks to confirm the venue, date, permits and insurance, then leave at least 4 weeks for exhibitor registration and layout planning.
When should exhibitors receive their stand numbers?: Send stand numbers and the floor plan at least 2 weeks before the fair. Keep the layout stable after that point unless a safety or access issue requires a change.
How many registration staff do I need for a home and living fair?: Plan one registration staff member for every 75 to 100 expected visitors arriving during the busiest hour. For example, 250 visitors in a peak hour requires about 3 to 4 people, especially if badges are printed on arrival.
When should I test the equipment and print the badges?: Test registration devices, printers, scanners, card machines and audio equipment 2 to 3 days before opening. Print badges after registrations close, usually 3 to 7 days before the fair, and keep spare 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.