Home and Living Fair Checklist

A home and living fair needs more than a row of exhibitor tables. You need a clear visitor flow, confirmed stand assignments, working presentation equipment and a reception desk that is ready before doors open. Start with the date, venue and exhibitor outreach, then move to registration, floor planning and catering. In the final week, send confirmations and exhibitor instructions. On the day, allow time to arrange display walls, banners, brochures, name badges, refreshments and cables before welcoming visitors.

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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 date and opening hours
2 people
Reserve the venue and hall
Contact exhibitors
2 people
Open registration form
Send invitations
2 people
Process visitor registration
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Create a floor plan of the booths
2 people
Assign stand numbers
2 people
Order catering
Purchase drinks and tableware
2 people
Prepare name badges
2 people
Create the program
2 people
Design signage
Print floor plan
Send exhibitor information
Send visitor confirmations
Do the shopping
2 people
Check materials
2 people
Remind exhibitors
Receive catering
2 people
Fill coolers
2 people
Sort name tags
2 people
Prepare the reception desk
2 people
Set up tables and chairs
4 people
Set up booth walls
4 people
Dress the standing tables
4 people
Display product samples
4 people
Connect lighting
2 people
Test sound equipment
2 people
Hang up signage
2 people
Set up the presentation table
2 people
Set up coffee station
2 people
Prepare the registration list
2 people
Carry out the final safety check
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Explain the program
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Present snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Guide presentation
2 people
Answer questions at the information desk
2 people
Restock supplies at the coffee point
Empty trash bins
2 people
Check toilets
Inform exhibitors about departure
Escort the last visitors
2 people

Aftercare

Guide stallholders during unloading
3 people
Pack product samples
4 people
Dismantle booth walls
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the hall and entrance
3 people
Switch off equipment
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost property
Archiving the visitor list
Send thank-you message
Update exhibitor details

What to bring

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

Furniture

Tablesqty 24
Chairsqty 90
Reception desk
Presentation tableqty 2
Stoolsqty 12
Tableclothsqty 24
Brochure racksqty 12
Waste binsqty 8

Equipment

Display wallsqty 24
Roll-up bannersqty 8
Projector
Projection screen
Laptopsqty 2
Printer
Handheld microphoneqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 10
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 100

Decorations

Plantsqty 16
Vasesqty 8
Table décorqty 24
Buntingqty 12
Photo backdrop
Backdrop for photo wall

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 8
Light standsqty 4

Kitchen

Cutting boardsqty 4
Bread knivesqty 2
Serving spoonsqty 6
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 16
Serving traysqty 8
Storage binsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Laundry basketsqty 4

Registration

Name badge holdersqty 100
Pensqty 30
Clipboardsqty 6
Wristbandsqty 120
Information boardsqty 12
Printer paperqty 500
Bindersqty 6

Presentation

Flip chart
Flip chart sheets
Markersqty 12
Notice boardsqty 6
Measuring cupsqty 4
Sample binsqty 24
Measuring tapesqty 12
Spirit levelsqty 6
Color swatchesqty 24
Photo framesqty 12

Tools

Scissor setsqty 6
Utility knivesqty 4
Hammersqty 4
Screwdriver setsqty 4
Cable tiesqty 200
Duct tapeqty 8
Double-sided tapeqty 8
Cable tiesqty 100
Measuring tapeqty 4

Catering

Groceries

Tips

Create the booth floor plan before printing signs or assigning stand numbers. Leave clear routes to the reception desk, presentation area and catering point, and check that extension cords do not cross visitor walkways.
Send exhibitors one information sheet at least 7 days before opening. Include their stand number, arrival time, floor plan, presentation details and what they must bring themselves.
Close visitor registration early enough to prepare the reception desk. Print name badges, visitor confirmations and the floor plan at least 1 day before the fair rather than during set-up.
Confirm dietary requirements before ordering catering, then check the delivery on arrival. Put drinks in coolers and set out coffee machines, kettles, cups, glasses, plates and cutlery before exhibitors arrive.
Test every presentation item during the final venue check: laptops, projector, projection screen, microphone and speakers. Keep spare power strips and cable trays available, and test the printer before printing badges or signage.

Frequently asked questions

How far in advance should I organise a home and living fair?: Start planning at least 8 to 12 weeks before the fair. Set the date and reserve the venue first, then contact exhibitors, open registration and arrange catering and equipment.
When should exhibitors receive their stand numbers and floor plan?: Send confirmed stand numbers and the final floor plan at least 7 days before opening. This gives exhibitors time to plan displays, brochures, banners and arrival logistics.
How much catering do I need for a home and living fair?: Base the order on confirmed visitor and exhibitor numbers, then add a 10% buffer for unexpected guests. Confirm dietary requirements no later than 7 days before the event so the caterer can adjust the order.
When should I prepare the reception desk for the fair?: Prepare it during the final set-up period, at least 2 hours before doors open. Have name badges, the visitor list, confirmations, a printed floor plan and a working printer ready before registration starts.

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.