How to organise a bike fair without last-minute chaos

A bike fair works best when exhibitor logistics are settled before you focus on the visitor experience. Start by defining the exhibitor list, venue layout and registration process, then build the programme around the space and available power. Tables, bicycle racks, signage and registration equipment need to arrive in the right order. The details most often missed are exhibitor instructions, parking information, dietary requirements and a reliable plan for deliveries on the day.

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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
Create exhibitor list
2 people
2
Publish registration form
3
Send invitations
2 people
4
Reserve venue
5
Reserve furniture
6
Process registrations
2 people
7
Confirm exhibitors
2 people
8
Collect dietary requirements
9
Order catering
10
Set up the floor plan
2 people
11
Create a power plan
2 people
12
Record parking information
13
Create exhibitor guide
2 people
14
Assign stand numbers
2 people
15
Create the program
2 people
16
Collect exhibitors' logos
17
Create parking and direction signs
2 people
18
Send visitor reminder
19
Send exhibitor information
20
Purchase materials
3 people
21
Do the shopping
2 people
22
Plan delivery reception
23
Print registration lists
24
Prepare name badges
2 people
25
Assemble exhibitor folders
2 people
26
Prepare table numbers
27
Charge registration tablets
28
Prepare the coffee and tea station
2 people
29
Store catering chilled
2 people
30
Brief the setup team

Event

31
Open venue
2 people
32
Receive deliveries
3 people
33
Set up tables and chairs
5 people
34
Install bike racks
3 people
35
Apply stand numbers
3 people
36
Connect power
3 people
37
Cover cables safely
2 people
38
Set up the entrance desk
2 people
39
Set up the information desk
2 people
40
Hang up signage
3 people
41
Hang up decorations
3 people
42
Set out coffee and tea
2 people
43
Chill drinks
2 people
44
Prepare snacks
3 people
45
Welcome exhibitors
3 people
46
Take exhibitors to their booths
3 people
47
Check equipment
2 people
48
Open the entrance and cloakroom
3 people
49
Register visitors
4 people
50
Inform visitors
2 people
51
Manage the cloakroom
2 people
52
Monitor visitor flow
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Support exhibitors
2 people
59
Providing announcements
60
Close visitor desk
2 people
61
Check out exhibitors
3 people
62
Guide visitors to the exit
2 people

Aftercare

63
Collect tableware
3 people
64
Store catering securely
2 people
65
Collect stand materials
4 people
66
Remove decorations
3 people
67
Stack tables and chairs
4 people
68
Sort waste
3 people
69
Leave venue spotless
4 people
70
Wash dishes
3 people
71
Clean equipment
2 people
72
Count materials
2 people
73
Return borrowed materials
3 people
74
Store leftover catering
2 people
75
Register lost property
76
Handle visitor questions
77
Collect exhibitor invoices
78
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 30
Chairsqty 80
Registration tablesqty 2
Information desk
Lounge armchairsqty 6
Clothes racksqty 2
Bicycle Racksqty 40
Waste binsqty 10
Presentation cubesqty 12

Equipment

Registration tabletsqty 2
Payment terminal
Printer
Extension cordsqty 8
Power stripsqty 20
Cable matsqty 20
Walkie-talkiesqty 6
Bluetooth speaker
Power banksqty 4

Kitchen

Coffee machinesqty 3
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 12
Storage boxesqty 12
Serving tongsqty 6

Tableware

Reusable cupsqty 250
Glassesqty 150
Platesqty 250
Cutlery setsqty 250

Decorations

Trade show bannerqty 2
Booth bannersqty 10
Directional signsqty 20
Booth numbersqty 30
Adhesive hooksqty 50
Cable tiesqty 200
Name card holdersqty 100
Wristbandsqty 250

Lighting

LED work lightsqty 6

Sports equipment

Bike pumpsqty 4
Multi-toolsqty 4
Bicycle standsqty 10
Ratchet strapsqty 12

Cleaning

Vacuum cleaner
Mop setsqty 2
Broomsqty 3
Dustpansqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the exhibitor deadline at least 3–4 weeks before the fair. Use the final registration list to confirm stand numbers, collect logos and record dietary requirements before ordering catering.
Draw the floor plan before reserving furniture. Mark exhibition tables, bicycle racks, presentation cubes, registration tables, lounge seating and waste bins, then leave clear routes for visitors and deliveries.
Create the power plan at least 10 days before opening. List every stand and shared area that needs electricity, then prepare extension cords, power strips and cable mats so cables do not cross walking routes.
Send the exhibitor guide and parking directions no later than 7 days before the fair. Include arrival times, stand numbers, unloading instructions, programme details and who to contact by walkie-talkie on the day.
Plan the final 24 hours as a separate run sheet. Schedule deliveries, print registration lists and name badges, assemble exhibitor folders, charge registration tablets and power banks, and check the payment terminal before doors open.

Frequently asked questions

How far in advance should I organise a bike fair?: Start planning at least 8–12 weeks before the event. Aim to confirm the venue and exhibitor list early, publish registration several weeks in advance, and close final exhibitor details about 3–4 weeks before opening.
When should I send information to bike fair exhibitors?: Send a first invitation when registration opens, then send the practical exhibitor guide and stand number at least 7 days before the fair. Send a final reminder 2–3 days beforehand with arrival, parking and unloading details.
How do I plan power for a bike fair?: Make the power plan at least 10 days before the event and list each powered item by stand or area. Keep extension cords and power strips away from visitor routes with cable mats, and test the setup before exhibitors arrive.
How much catering do I need for a bike fair?: Confirm attendance and dietary requirements no later than 7 days before the fair, then order from the final numbers. For a half-day event, plan roughly 2–3 drinks per visitor for the first hour and add food according to the programme and arrival pattern.

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.