How to organise a bathroom fair from start to finish

A bathroom fair needs more than exhibitor tables and product samples. Start by fixing the date and venue, then build the floor plan around pitches, demonstrations, visitor flow and power access. Confirm brands early, collect product and presentation details, and publish a programme visitors can follow. The details most often missed are demonstration equipment, updated price lists, dietary requirements, badge printing and enough time for exhibitors to set up safely.

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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
Create the trade fair map
2 people
3
Contact exhibitors
2 people
4
Record participating brands
2 people
5
Assign pitch locations
2 people
6
Inform exhibitors
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Create the program
2 people
11
Schedule demonstrations
2 people
12
Confirm suppliers
13
Order catering
14
Order drinks
15
Select bathroom products
2 people
16
Collect product information
2 people
17
Check price lists
2 people
18
Design signage
19
Prepare name badges
20
Prepare visitor badges
2 people
21
Collect presentations
22
Check demonstration models
2 people
23
Print brochures
24
Post social media updates
25
Send press release
26
Print exhibitor list
27
Print the registration list
28
Do the shopping
2 people
29
Chill drinks
2 people
30
Prepare catering
3 people

Event

31
Open venue
2 people
32
Receive deliveries
3 people
33
Bring materials to the stands
4 people
34
Set up exhibition walls
4 people
35
Set up tables and chairs
4 people
36
Place demonstration pools
4 people
37
Connect lighting
2 people
38
Connect presentations
2 people
39
Distribute leaflets per booth
2 people
40
Lay out badges
2 people
41
Set up registration desk
2 people
42
Set up coffee station
2 people
43
Set up the buffet
3 people
44
Conduct a safety check
2 people
45
Welcome exhibitors
2 people
46
Give the opening briefing
2 people
47
Register visitors
3 people
48
Hand out badges
2 people
49
Welcome visitors
2 people
50
Guide demonstrations
3 people
51
Start presentations
2 people
52
Serve catering
3 people
53
Refill drinks
2 people
54
Refill coffee and tea
2 people
55
Restock the buffet
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Support exhibitors
2 people
59
Answer visitor questions
2 people
60
Prepare closing remarks
61
See visitors out
2 people

Aftercare

62
Check out exhibitors
2 people
63
Pack products securely
4 people
64
Switch off equipment
2 people
65
Take down the decorations
3 people
66
Dismantle furniture
4 people
67
Collect tableware
2 people
68
Wash dishes
2 people
69
Sort waste
2 people
70
Clean the venue
3 people
71
Collect lost and found items
72
Inventory materials
2 people
73
Return rental items
2 people
74
Store leftover products
2 people

What to bring

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

Furniture

Trade fair desk
Information desksqty 3
Tablesqty 18
Folding chairsqty 80
Bar stoolsqty 12
Lounge armchairsqty 8
Waste binsqty 12
Display wallsqty 24
Brochure racksqty 12
Presentation displaysqty 10
Clothes racksqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Projectorqty 2
Projection screensqty 2
Screensqty 6
Speakersqty 2
Microphonesqty 2
Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Power stripsqty 12
Extension cordsqty 12
Cable traysqty 30
Power banksqty 4
Label printer
Card machinesqty 3
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 6
Thermos flasksqty 4

Decorations

Booth coversqty 12
Plantsqty 20
Tableclothsqty 18
Name badgesqty 40
Badge holdersqty 250
Directional signsqty 12
Information boardsqty 10
Banner standsqty 8
Cable tiesqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Bread basketsqty 6
Coolersqty 4
Kitchen scalesqty 2

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Microfiber clothsqty 30

Catering

Groceries

Tips

Create the trade fair map before assigning pitches. Mark the trade fair desk, information desks, display walls, brochure racks, presentation areas and every power connection so exhibitors know exactly what fits in their space.
Set an exhibitor deadline for registrations, product information, presentations and dietary requirements at least 14 days before the fair. Use the final list to prepare name badges, visitor badges, brochures and signage without last-minute printing.
Schedule demonstrations with a fixed start time, presenter and model. Check the projector, screens, laptops, microphones, speakers and demonstration models at least 24 hours beforehand, then leave 15 minutes between sessions for visitors to move and equipment to reset.
Plan refreshments by opening hour rather than ordering them at the end. Confirm coffee machines, kettles, refrigerators or coolers, cups and waste bins with the caterer, and check where extension cords and power strips can be used safely.
Give exhibitors one practical arrival message containing their pitch location, unloading route, setup time, furniture allocation and contact person. Send the visitor programme and press or social updates only after demonstrations, participating brands and timings are confirmed.

Frequently asked questions

How far in advance should I contact bathroom fair exhibitors?: Contact potential exhibitors at least 8 to 12 weeks before the fair. Set a firm registration deadline around 4 weeks before the event so you can assign pitches, finalise the map and print badges.
When should I create the bathroom fair floor plan?: Create a first floor plan as soon as the venue is confirmed, ideally 6 to 8 weeks before the fair. Update it after registrations close, then send each exhibitor their pitch location no later than 14 days before opening.
How much time should I allow between bathroom product demonstrations?: Allow at least 15 minutes between demonstrations. A 30-minute demonstration therefore needs a 45-minute programme slot if visitors must leave, the model must be reset and the next presenter needs to connect equipment.
When should I order catering and drinks for a bathroom fair?: Confirm the catering and drinks order 7 to 10 days before the fair, once registrations and dietary requirements are known. Recheck the final headcount 48 hours before opening and confirm delivery and refrigeration arrangements.

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