How to organise a boat show without last-minute confusion

Organising a boat show starts with the exhibitor layout, not the refreshments. Set the date and opening hours first, then open registrations and keep one up-to-date participant list for exhibitors, visitors and dietary requirements. Once the stands are assigned, send each exhibitor their stand number, floor plan and practical information. In the final week, confirm catering, print badges and signage, check equipment and prepare the registration desk so the first visitors can enter without delays.

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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
Publish the date and opening hours
2
Send invitations
2 people
3
Open registrations
4
Register exhibitors
2 people
5
Update participant list
6
Collect dietary requirements
7
Order catering
8
Send parking information
9
Create a floor plan of the booths
2 people
10
Assign stand numbers
2 people
11
Send exhibitor information
12
Prepare name badges
2 people
13
Print signage
14
Check stock
2 people
15
Do the shopping
2 people
16
Prepare promotional materials
2 people
17
Sort name tags
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Set up the registration desk
2 people
21
Set up tables and chairs
4 people
22
Set up booth walls and displays
4 people
23
Mark exhibitor booths
2 people
24
Check the lighting
2 people
25
Hang up signage
2 people
26
Set up high tables and seating areas
3 people
27
Set up coffee and drinks station
3 people
28
Conduct a safety check
2 people
29
Welcome exhibitors
3 people
30
Help exhibitors with setup
4 people

Event

31
Staff the registration desk
2 people
32
Welcome visitors
3 people
33
Hand out name badges
2 people
34
Guide exhibitors
2 people
35
Serve coffee and tea
2 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Remove litter around the stands
2 people
39
Check toilets
40
Answer visitor questions
2 people
41
Inform last visitors
2 people

Aftercare

42
Guide exhibitors during teardown
4 people
43
Collect furniture
4 people
44
Remove displays and decorations
3 people
45
Wash dishes
2 people
46
Collect and sort waste
3 people
47
Clean the venue
4 people
48
Sort leftover catering
2 people
49
Inventory materials
2 people
50
Return borrowed materials
2 people
51
Clear away unused drinks
2 people
52
Archive registration lists

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
High tablesqty 12
Counter tableqty 2
Tableclothsqty 32
Waste binsqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 12
Power stripsqty 12
Mobile phonesqty 4
Walkie-talkiesqty 6
Cable reelsqty 4
Payment terminalqty 2
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Flashlightsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 6

Decorations

Booth numbersqty 30
Table décorqty 20
Buntingqty 8
Announcement signsqty 10
Directional signsqty 20
Name badge holdersqty 80

Promotion

Name badgesqty 250
Wristbandsqty 400
Floor plansqty 350
Program cardsqty 350
Pensqty 30
Clipboardsqty 6

Lighting

LED lampsqty 12

Safety

First aid kitsqty 2
Cable matsqty 12
Warning tapeqty 4
Fire extinguishersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Assign stand numbers only after you know the final exhibitor count. Leave a little room for late changes, and send the floor plan and booth information at least 7 days before opening.
Set a registration deadline 5 to 7 days before the show. Use the final list to prepare name badges, check dietary requirements and estimate catering quantities instead of ordering from early registrations.
Plan the venue setup in two stages: place tables, chairs and booth walls first, then mark each booth and hang directional signs. Finish the physical layout at least 2 hours before doors open.
Check power and lighting before exhibitors arrive. Test extension cords, power strips, cable reels, the printer, laptop and payment terminal, and keep flashlights available for setup problems.
Prepare drinks and snacks shortly before opening rather than the night before. Chill drinks for at least 4 hours, set up coffee equipment after the registration desk is ready, and keep waste bins near busy areas.

Frequently asked questions

How far in advance should I organise a boat show?: Start planning at least 8 to 12 weeks before the show. Publish the date and opening hours first, then allow several weeks for exhibitor registration, booth planning and final visitor information.
When should boat show exhibitor registration close?: Close exhibitor registration 5 to 7 days before the event if possible. That gives you time to assign stand numbers, update the floor plan, prepare badges and send final instructions.
How much time is needed to set up a boat show?: Allow at least 3 to 4 hours for setup, depending on the number of booths. Set up furniture and booth walls first, then signage, registration, lighting, power and refreshments.
When should I order catering for a boat show?: Place the catering order after registrations have stabilised, usually 7 to 10 days before the event. Confirm the final headcount and dietary requirements again 2 to 3 days before opening.

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.