Home and living fair checklist

A home and living fair involves more than booking a room and inviting exhibitors. You need a clear stand layout, confirmed workshop leaders, visitor information and enough time to print signs, maps and badges. This checklist helps you work through the planning in the right order, from setting opening hours and registering exhibitors to checking stock before the doors open. It also highlights details that are easy to leave until the last week, such as dietary requirements, power access and workshop equipment.

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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
Confirm the venue and room layout
2 people
Make reservations
Check permits and notifications
Draft participant terms and conditions
2 people
Contact exhibitors
3 people
Register exhibitors
2 people
Send exhibitor information
Put together the workshop offerings
2 people
Confirm workshop leaders
2 people
Design invitations
2 people
Send invitations
2 people
Post the online announcement
Process registrations
2 people
Collect dietary requirements
Confirm visitor information
Create a visitor map
2 people
Assign stand numbers
2 people
Finalize the program
2 people
Prepare name badges
2 people
Print signage
Print information leaflets
2 people
Print participant list
Check stock
2 people
Order shopping list
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pack catering
2 people
Open venue
2 people
Check floor and entrance
2 people
Set up tables and chairs
6 people
Mark stalls
3 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Have exhibitors set up
6 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the registration table
2 people
Set up workshop space
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Set out price lists and brochures
3 people
Test sound and presentation
2 people
Clear emergency routes
2 people
Check toilets
Hold team briefing
8 people

Event

Open the doors
3 people
Register visitors
3 people
Welcome visitors
2 people
Hand out maps
2 people
Support exhibitors
2 people
Lead the workshops
3 people
Announce presentations
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets periodically
Register lost property
Wrap up the final workshop
2 people
Guide visitors to the exit
2 people

Aftercare

Have exhibitors take down their stands
6 people
Collect stand materials
3 people
Wash dishes
3 people
Clean up catering
3 people
Put furniture back
5 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect invoices and receipts
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
High tablesqty 8
Counter table
Stoolsqty 12
Tableclothsqty 24
Display casesqty 6
Brochure racksqty 8
Clothes racksqty 4
Bollardsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Cable tiesqty 50
Multitoolqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 8
Storage binsqty 12
Tea towelsqty 12
Serving traysqty 8

Decorations

Entrance sign
Program postersqty 8
Wayfinding signsqty 12
Table signsqty 24
Name badgesqty 100
Badge holdersqty 100
Buntingqty 8
Artificial plantsqty 12
Table décorqty 24

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mop setsqty 2
Cleaning bucketsqty 4
Hand broomsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, opening hours and room layout before inviting exhibitors. Assign stand numbers only after the floor plan is stable, so maps, invitations and exhibitor information do not need repeated corrections.
Give exhibitors a firm registration deadline at least 4 weeks before the fair. Ask for their contact details, stand requirements and final description early enough to include them in the visitor information.
Finalize the workshop programme no later than 2 weeks before opening. Confirm each workshop leader, record capacity and equipment needs, and allow time to print the programme and update online registration details.
Prepare visitor-facing materials in one batch about 7 days before the fair. Print the visitor map, information leaflets, name badges, participant list and directional signs using the same stand numbers and opening hours.
Check equipment and catering stock 2 to 3 days before setup. Test the laptop, projector, screen, speakers and microphone, then count tables, chairs, cups, glasses, plates and serving items rather than assuming the venue has enough.

Frequently asked questions

How far in advance should I organise a home and living fair?: Start planning at least 12 weeks before the fair. Confirm the venue, opening hours and layout first, then allow 6 to 8 weeks for exhibitor contact, registration and invitations.
When should exhibitors register for a home and living fair?: Set the exhibitor deadline around 4 weeks before the event. This leaves time to assign stand numbers, create the visitor map, send final information and resolve access or layout requests.
When should I finalise the workshop programme?: Finalise the programme at least 2 weeks before opening. Confirm workshop leaders, capacities and equipment then, so the programme, registration details and printed information can match.
When should I check supplies and event equipment?: Do the stock and equipment check 2 to 3 days before setup, with a final power and presentation test on setup day. Count furniture, tableware, coffee equipment, extension cords and power strips individually.

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.