Horticulture fair checklist from first booking to opening

A horticulture fair needs more than exhibitors and plants. You need a workable floor plan, confirmed stand numbers, clear visitor information and enough equipment for displays, refreshments and setup. Start by booking the venue and setting the date, then build the exhibitor list and registration process. In the final week, check reservations, print labels and badges, confirm directions and review the weather. On the day, use a short setup briefing so plants, furniture, power and coffee are ready before visitors arrive.

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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

Reserve venue
Set the trade fair date
2 people
Create the trade fair map
2 people
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Assign stand numbers
2 people
Send exhibitor information
2 people
Check reservations
Finalize the program
2 people
Send visitor email
2 people
Prepare name badges
2 people
Print booth labels
Check the route directions
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Deliver plants and materials
4 people
Fill coolers
2 people
Set up the coffee corner
2 people
Brief the setup team
2 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Distribute power outlets
2 people
Hang lighting
2 people
Hang up stand numbers
2 people
Set up exhibitor tables
4 people
Set up demonstration tables
3 people
Distribute plants per booth
5 people
Set up signage
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Check toilets
Place waste stations
2 people
Conduct a safety check
2 people
Hold team briefing
4 people

Event

Staff the registration desk
2 people
Welcome exhibitors
3 people
Welcome visitors
3 people
Explain the program
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Lead the workshops
3 people
Guide demonstrations
3 people
Refill drinks
2 people
Restock booth supplies
2 people
Empty waste stations
2 people
Check toilets periodically
Serve diet meals
2 people
Answer visitor questions
2 people
Inform last visitors
2 people
Have exhibitors dismantle their booths
3 people
Guide visitors to the exit
2 people

Aftercare

Collect exhibitor materials
4 people
Distribute returned plants
4 people
Dismantle booth walls
4 people
Put furniture back
4 people
Sort materials
3 people
Wash dishes
3 people
Empty coolers
2 people
Dispose of waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Remove lighting
2 people
Return borrowed items
2 people
Store leftover materials
2 people
Handle lost property
Send thank-you message

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Standing tablesqty 24
Display wallsqty 24
Clothes racksqty 6
Bollardsqty 12
Party tentsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 4
Extension cordsqty 12
Power stripsqty 12
Hand trucksqty 4
Projector
Projection screen
Microphone

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 4
Thermos flasksqty 8
Water jugsqty 8
Cooling matsqty 8

Decorations

Plant displaysqty 12
Flower potsqty 40
Wooden cratesqty 30
Tableclothsqty 24
Buntingqty 8
Chalkboardsqty 12
Information boardsqty 10
Badge holdersqty 120

Lighting

LED string lightsqty 10
LED work lightsqty 8
Battery lampsqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the date and reserve the venue before inviting exhibitors. Allow at least 8 weeks for registrations, dietary requirements and stand planning, especially if you need party tents or display walls.
Create the fair map before assigning stand numbers. Mark display walls, tables, chairs, power points and visitor routes so exhibitors know exactly where to unload and set up.
Close exhibitor registration at least 10 days before the fair. Use the final list to confirm exhibitors, assign stands, send arrival instructions and print booth labels and name badges.
Check refreshments against your opening hours rather than buying at random. For the coffee corner, plan coffee cups, reusable cups, kettles or coffee machines, thermos flasks, coolers and serving trays before shopping.
Review the weather forecast 48 hours before opening and confirm the backup plan. Check tents, bollards, extension cords, power strips and hand trucks, then brief the setup team on unloading and venue access.

Frequently asked questions

How far in advance should I organise a horticulture fair?: Start at least 8 weeks before the fair date. That gives you time to reserve the venue, invite exhibitors, process registrations, create the map and send final visitor and exhibitor information.
When should exhibitor registration close for a horticulture fair?: Close registration around 10 days before opening. Keep that time for checking reservations, confirming exhibitors, assigning stand numbers and printing booth labels and name badges.
What should I check the day before a horticulture fair?: Check the weather forecast, route directions, venue access, equipment reservations and the final program 24 hours beforehand. Also confirm that plants and materials can be delivered and that the coffee corner supplies are ready.
How early should the setup team arrive?: Set a setup start time at least 3 hours before visitors arrive. Use the first briefing to divide unloading, furniture placement, stand labels, display setup, refreshments and safety checks between team members.

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.