How to organise a baby fair from first booking to event day

A baby fair needs more than tables and exhibitors: visitors must know where to go, exhibitors need clear terms, and practical details such as dietary requirements and permits must be settled early. Start by confirming the date and location, then build the exhibitor and visitor sides in parallel. Allow time for registrations, promotion, equipment reservations and printed materials. In the final week, focus on confirmations, maps, badges, catering and a registration table that is ready before the first guest arrives.

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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

1
Confirm date and location
2 people
2
Work out the trade fair layout
2 people
3
Draft participant terms and conditions
2 people
4
Contact exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Post promotion on social media
8
Distribute local promotion
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors
2 people
12
Make equipment reservations
13
Compile program
2 people
14
Create a visitor map
15
Compile exhibitor list
16
Order badges and wristbands
17
Check permits
18
Order catering
2 people
19
Buy drinks and snacks
2 people
20
Prepare printed materials
21
Email visitor information
22
Email exhibitor information
23
Pick up groceries
2 people
24
Check materials
2 people

Event

25
Prepare registration table
2 people
26
Welcome exhibitors
3 people
27
Register exhibitors
2 people
28
Assign stand locations
2 people
29
Set up tables and chairs
4 people
30
Build stands
6 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Set up the changing area
2 people
34
Set up feeding area
2 people
35
Set up the play area
2 people
36
Set up coffee station
2 people
37
Set up the cloakroom
2 people
38
Test sound equipment
2 people
39
Check the lighting and power
2 people
40
Prepare snacks
3 people
41
Chill drinks
2 people
42
Set out tableware
2 people
43
Lay out registration materials
2 people
44
Handle the opening
2 people
45
Welcome visitors
4 people
46
Register sign-ups
3 people
47
Explain the program
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Check changing area
2 people
52
Check the play area
2 people
53
Empty trash bins
2 people
54
Check toilets
2 people
55
Support exhibitors
2 people
56
Guide visitors to the exit
2 people
57
Check out exhibitors
2 people

Aftercare

58
Take down stalls
6 people
59
Collect furniture
4 people
60
Remove decorations
3 people
61
Wash dishes
3 people
62
Dispose of waste
3 people
63
Clean the venue
4 people
64
Return borrowed materials
2 people
65
Collect lost and found items
66
Call booth holders about supplies

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration deskqty 2
Bar stoolsqty 6
Coat racksqty 4
Changing room screenqty 4
Lounge armchairsqty 4
Side tablesqty 6
Storage boxesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 4
Handheld microphone stand

Decorations

Balloonsqty 150
Balloon archqty 2
Tableclothsqty 32
Buntingqty 8
Flower arrangementsqty 6
Photo backdrop
Name card holdersqty 35

Paper goods

Program leafletsqty 400
Floor plansqty 400
Exhibitor badgesqty 80
Visitor stickersqty 500
Notepadsqty 100
Pensqty 60
Sticky notesqty 10
A4 printing paperqty 500

Baby Supplies

Changing matsqty 4
Changing tablesqty 2
Feeding chairsqty 4
Baby blanketsqty 8
Play matsqty 4
Baby Toysqty 20
Trash bins with lidsqty 4

Safety

First aid kit
Cable traysqty 12
Non-slip matsqty 8
Flashlightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand sanitizer holdersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Fix the date, location and floor plan before inviting exhibitors. Mark trade fair tables, seating, the registration desk, coat racks, changing area and storage so you know how many exhibitors the room can handle.
Set an exhibitor deadline at least 2–3 weeks before the fair. Use that deadline to confirm participants, collect requirements, finalise the exhibitor list and create the visitor map rather than leaving changes until setup day.
Open visitor registration as soon as the exhibitor list is stable, ideally 4–6 weeks before the fair. Send invitations, local promotion and social posts together, then email registered visitors practical information before the event.
Check permits and reserve equipment at least 3–4 weeks ahead. Baby fairs often need more power and serving equipment than expected, including extension cords, power strips, coffee machines, kettles, coolers and charging stations.
Prepare the final materials 2–3 days before opening: badges, wristbands, signs, printed maps, tablecloths, reusable cups and catering supplies. Pick up groceries last, check every box against the plan and set up the registration table before exhibitors arrive.

Frequently asked questions

How long does it take to organise a baby fair?: Allow at least 6–8 weeks for a small baby fair and longer if you expect many exhibitors. The first two weeks should cover the date, location, layout, exhibitor terms and initial outreach.
When should I contact exhibitors for a baby fair?: Contact potential exhibitors 6–8 weeks before the event and set a registration deadline around 2–3 weeks before opening. This leaves time to confirm participants, prepare the exhibitor list and send setup information.
How far in advance should visitors register for a baby fair?: Open visitor registration about 4–6 weeks in advance. Send registered visitors the map, programme, arrival details and any food information no later than 3–5 days before the fair.
What should be ready the day before a baby fair?: Have the layout, signs, badges, wristbands, printed materials, catering order and equipment checked by the day before. On the final setup day, prepare the registration desk, test the microphone and speakers, and verify power access before exhibitors arrive.

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.