How to organise a beauty fair from start to finish

Organising a beauty fair starts with the exhibitor mix, opening hours and a floor plan—not with decorations. Confirm exhibitors early, then open registration, schedule demonstrations and prepare the visitor information they need on the day. Beauty products also require extra checks: labels, prices, payment arrangements and mirrors or lighting at the right booths. This plan covers the practical order of work, including setup, refreshments and the details organisers often leave until the last minute.

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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
Set date and opening hours
2
Contact exhibitors
2 people
3
Publish registration form
4
Send invitations
2 people
5
Publish social media posts
6
Process registrations
7
Collect dietary requirements
8
Create the booth layout
2 people
9
Schedule demonstrations
2 people
10
Book catering
11
Reserve extra chairs
12
Distribute promotional posters
2 people
13
Prepare visitor registration
2 people
14
Prepare name badges
2 people
15
Print the map and program
16
Send exhibitor information
17
Check product labels
2 people
18
Check price lists
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Set Up the Registration Table
2 people
22
Set out materials for each booth
3 people

Event

23
Welcome exhibitors
3 people
24
Check access and route
2 people
25
Set up tables and chairs
4 people
26
Set up booth walls and banners
4 people
27
Set up mirrors and displays
3 people
28
Hang up decorations
3 people
29
Test lighting and power
2 people
30
Set up demo tables
3 people
31
Set out product samples
3 people
32
Build the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Set up registration desk
2 people
35
Lay out name badges and wristbands
2 people
36
Lay out the program and maps
37
Set up entrance and queue
2 people
38
Register visitors
3 people
39
Welcome visitors
2 people
40
Hand out information
2 people
41
Support exhibitors
2 people
42
Supervise the makeup demonstration
2 people
43
Assist with the hair styling demonstration
2 people
44
Lead the Skincare Demonstration
2 people
45
Restock products and testers
3 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Take photos of the booths
51
Answer audience questions
2 people
52
Inform last visitors
2 people
53
Let visitors leave calmly
2 people

Aftercare

54
Gather products and stock
3 people
55
Check out exhibitors
2 people
56
Remove decorations
3 people
57
Dismantle tables and chairs
4 people
58
Dismantle booth walls
4 people
59
Collect tableware
2 people
60
Wash dishes
2 people
61
Empty and clean coolers
2 people
62
Collect and remove waste
3 people
63
Clean floor and surfaces
3 people
64
Clean the restrooms
2 people
65
Return borrowed materials
2 people
66
Store leftover materials
2 people
67
Send thank-you message
68
Register lost and found items

What to bring

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

Furniture

Trade show standqty 12
Tablesqty 18
Chairsqty 48
Bar stoolsqty 8
Registration desk
Dressing tablesqty 6
Waste binsqty 8
Clothes racksqty 4

Decorations

Tableclothsqty 18
Backdrop clothsqty 12
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Decorative bowlsqty 12
Directional signsqty 10
Information boardsqty 12

Equipment

Mirrorsqty 14
Ring lightsqty 8
Extension cordsqty 12
Power stripsqty 12
Laptopqty 2
Printer
Payment terminalqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Wireless microphone
Speakersqty 2
Drawer cabinetsqty 6

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 6
Bottle openersqty 4
Thermos flasksqty 4
Ice packsqty 16
Storage binsqty 12
Serving trays with lidsqty 8

Registration

Name badgesqty 250
Wristbandsqty 250
Clipboardsqty 6
Pensqty 30
Visitor formsqty 250
Program bookletsqty 250
Floor plansqty 250
Wristband traysqty 4

Lighting

LED spotlightsqty 12
String lightsqty 6
Batteriesqty 40

Cleaning

Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 4
Microfiber clothsqty 20
Dustpans and brushesqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm exhibitors before publishing the registration form, then collect dietary requirements and attendee details as registrations come in. Send exhibitors their arrival information and booth instructions at least 7 days before the fair.
Create the booth layout before ordering or moving furniture. Allow space for tables, dressing tables, mirrors, ring lights, chairs and extension cords, and keep a clear route to registration, demonstrations and exits.
Schedule demonstrations in fixed time slots and print the programme with the venue map. Share the schedule with exhibitors at least 3 days beforehand so they can prepare products, staff and power needs.
Check every product label and price list before doors open, especially when several exhibitors sell similar items. Test the payment terminal, laptop, printer, microphone and speakers during setup rather than waiting for the first visitor.
Set up registration, name badges, directional signs, information boards, drinks and waste bins before exhibitors arrive. Chill drinks and prepare coffee and hot-water equipment at least 60 minutes before opening, leaving time to solve access or route problems.

Frequently asked questions

How early should I contact beauty fair exhibitors?: Start contacting exhibitors 8 to 12 weeks before the fair. Give confirmed participants a firm deadline for product details, booth requirements and demonstration requests, then send final instructions 7 days before opening.
When should registration open for a beauty fair?: Open registration 6 to 8 weeks before the event if visitors need to plan ahead. Review registrations weekly, collect dietary requirements as part of the form and send a reminder 7 days before the fair.
How do I plan a beauty fair booth layout?: Draft the layout at least 4 weeks before the fair, using the actual number of tables, chairs, stands and dressing tables. Keep routes clear, place demonstrations where sound will not block registration, and confirm power points for ring lights and other equipment.
How long before opening should a beauty fair be set up?: Allow at least 3 hours for setup, with exhibitors arriving early enough to arrange products and signage. Registration, drinks, technology, product labels and price lists should be checked no later than 60 minutes before visitors enter.

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.