Hospitality trade fair checklist: what to arrange and when

A hospitality trade fair depends on hundreds of small handovers: exhibitors need clear booth information, visitors need simple registration, and staff need a reliable setup plan. Start with the date, opening hours, venue and floor plan, then work backwards from opening day. This checklist covers the decisions and deadlines that are easiest to miss, including badge details, dietary requirements, deliveries, technical equipment, catering quantities and the final collection of materials.

Organize this event for free with Lizzt

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 venue
Create the trade fair map
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open online registrations
Publish the fair program
Confirm catering arrangements
2 people
Confirm booth layout
2 people
Send exhibitor information
Process registrations
2 people
Collect dietary requirements
Send parking information
Collect badge details
2 people
Arrange deliveries with exhibitors
2 people
Place the print order
Check technical supplies
2 people
Create the staff schedule
2 people
Confirm final headcounts
Order groceries
2 people
Sort badges and wristbands
2 people
Pick up groceries
2 people
Check refrigerated products
2 people
Lay out print materials and badges
2 people
Bring materials to the venue
3 people
Clear the reception area
2 people
Tape off the stands
3 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Lay power points and cables
3 people
Set up lighting
2 people
Set up registration desk
3 people
Hang up signage
2 people
Set up the presentation area
3 people
Set up coffee stations
3 people
Set up buffet and bar
4 people
Prepare snacks
5 people
Chill drinks
2 people
Label diet meals separately
2 people
Test the badge desk
2 people
Check fire safety
2 people
Carrying out the final cleaning
3 people

Event

Welcome exhibitors
3 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out badges
2 people
Guide exhibitors to their booths
2 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
2 people
Facilitate presentations
2 people
Operate technical equipment during presentations
Serve diet meals
2 people
Answer visitor questions
2 people
Collect exhibitor contact details
See off the last visitors
3 people

Aftercare

Have exhibitors dismantle their booths
6 people
Collect tableware and glassware
3 people
Package food safely
3 people
Switch off equipment
2 people
Put furniture back
4 people
Sort and remove waste
3 people
Clean the venue
4 people
Check for left-behind items
2 people
Return materials
3 people
Return rental items
2 people
Store unused groceries
2 people
Archive badge details
Register lost and found items
Share exhibitor photos
Send thank-you message

What to bring

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

Furniture

Trade fair systemsqty 20
Tablesqty 30
Folding chairsqty 120
Bar stoolsqty 20
Buffet tablesqty 6
Registration deskqty 2
Coat racksqty 3
Waste binsqty 12
Patio chairsqty 20

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Wine glassesqty 150
Beer glassesqty 150
Platesqty 200
Dessert platesqty 150
Cutlery setsqty 200
Serving spoonsqty 20
Serving plattersqty 30
Serving traysqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 4
Refrigeratorsqty 3
Coolersqty 6
Food warmersqty 8
Induction hobsqty 4
Extension cordsqty 12
Power stripsqty 15
Laptopsqty 3
Screensqty 3
Projectorsqty 2
Projection screensqty 2
Microphonesqty 3
Speakersqty 4

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 12
Serving spoonsqty 12
Coolersqty 4
Food thermometersqty 3
Food storage containersqty 30
Aluminum foilqty 6
Cling filmqty 6

Decorations

Stand signsqty 20
Tablecloth setsqty 20
Plantsqty 20
Menu standsqty 20
Name badge holdersqty 30
Wristbandsqty 250
Name badgesqty 250
Badge holdersqty 250
Directional signsqty 20
Program standsqty 8

Lighting

LED spotlightsqty 20
Mood lightingqty 10

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 30

Catering

Groceries

Tips

Set the venue, date and opening hours before inviting exhibitors. Allow at least 8–12 weeks for exhibitor invitations, booth planning, visitor registration and printed materials.
Close visitor registrations and dietary-requirement collection 5–7 days before the fair. Use the final headcount to confirm catering, badges, wristbands, seating and tableware rather than estimating on the morning.
Send exhibitors one information pack at least 2 weeks before opening. Include the booth layout, delivery arrangements, parking information, badge requirements, setup times and the contact person for technical issues.
Check power and presentation equipment 2–3 days before the event, not during setup. Test laptops and screens, count extension cords and power strips, and confirm coffee machines, kettles, refrigerators, coolers and food warmers are available where needed.
Prepare badges, printed materials and grocery items in separate labelled groups on the day before setup. Refrigerated products should be checked when collected, while print materials and badges should be laid out at the registration desk before doors open.

Frequently asked questions

How far in advance should I organise a hospitality trade fair?: Start venue and date planning at least 12 weeks before opening. Send exhibitor invitations around 8–10 weeks ahead, open visitor registration after the programme is ready, and lock final numbers 5–7 days before the fair.
When should exhibitors receive the trade fair information?: Send the main exhibitor information at least 2 weeks before the event. Confirm the booth layout, delivery window, parking instructions, badge details and technical requirements again 3–5 days before setup.
How many badges and wristbands do I need?: Prepare one badge for every registered visitor, exhibitor and staff member, then add a 5–10% spare supply for corrections and last-minute registrations. Sort them by category before opening so the registration desk does not become a bottleneck.
When should I confirm catering quantities for a trade fair?: Confirm the final headcount 5–7 days before the event, including exhibitors, staff and registered visitors. Collect dietary requirements by the same deadline and check chilled items, serving equipment and storage when groceries are delivered or collected.

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.