How to organise a business fair from start to finish

A business fair runs smoothly when exhibitor planning, visitor registration and the floor layout are handled in the right order. Start by defining who the fair is for, then secure a venue that fits exhibition tables, visitor flow and presentations. Give companies an early deadline for registration and technical requirements, because late company details and missing HDMI cables can disrupt the day. Use the final week to confirm suppliers, prepare badges and signage, and check every pitch location on site.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Define the participant profile
2 people
3
Invite companies
2 people
4
Create the trade show floor plan
2 people
5
Assign pitch locations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Approach sponsors
2 people
9
Arrange catering
2 people
10
Request technical requirements
2 people
11
Check permits
12
Process registrations
2 people
13
Collect dietary requirements
14
Send visitor confirmation
2 people
15
Check company details
2 people
16
Design name badges
17
Design signage
18
Create the program
2 people
19
Confirm suppliers
20
Post promotional messages
2 people
21
Prepare printed materials
2 people
22
Collect trade fair materials
2 people
23
Do the shopping
2 people
24
Prepare catering
3 people
25
Sort name badges
2 people
26
Print the registration list
27
Set up tables and chairs
4 people
28
Set up exhibition walls
4 people
29
Number the stands
2 people
30
Connect power points
2 people
31
Hang lighting
2 people
32
Set up signage
2 people
33
Set up registration desk
2 people
34
Build the catering buffet
3 people
35
Chill drinks
2 people
36
Test presentation materials
2 people

Event

37
Welcome exhibitors
3 people
38
Register exhibitors
2 people
39
Carry out final stand check
2 people
40
Register visitors
3 people
41
Hand out name badges
2 people
42
Guide visitors around
2 people
43
Support exhibitors
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Keep buffet clean
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Announce the program
51
Facilitate the networking session
2 people
52
Guide the photo moment
53
Announce the final round
54
See visitors out
2 people

Aftercare

55
Check out exhibitors
2 people
56
Collect stand materials
4 people
57
Dismantle booth walls
4 people
58
Clear tables and chairs
4 people
59
Pack leftover catering
2 people
60
Wash dishes
3 people
61
Sort waste
2 people
62
Clean the venue
4 people
63
Turn Off Power
64
Collect lost and found items
65
Return materials
2 people
66
Return rented items
2 people
67
Send visitor thank-you gifts
2 people
68
Thank exhibitors
2 people

What to bring

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

Furniture

Exhibition tablesqty 30
Visitor chairsqty 80
Bar stoolsqty 12
Registration desk
Buffet tablesqty 4
Waste binsqty 8
Coat racksqty 4
Display wallsqty 30
Tableclothsqty 30

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Coffee spoonsqty 120
Forksqty 150
Knivesqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving boardsqty 8
Serving plattersqty 12
Pliersqty 8
Serving spoonsqty 8
Ice packsqty 24

Equipment

Laptopqty 2
Presentation screensqty 2
HDMI cablesqty 4
Extension cordsqty 12
Extension cordsqty 12
Power banksqty 6
Microphone
Cash drawersqty 2
Card machinesqty 2
Walkie-talkiesqty 6

Lighting

LED string lightsqty 8
Standing lampsqty 6

Decorations

Company name signsqty 30
Direction signsqty 12
Roll-up bannersqty 6
Flower arrangementsqty 8
Table signsqty 30

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Registration

Name badgesqty 180
Badge holdersqty 180
Lanyardsqty 180
Pen setsqty 12
Registration binsqty 4
Visitor formsqty 200

Communication

Program leafletsqty 200
Business directoriesqty 200
Evaluation formsqty 150
Flyersqty 500
Tapeqty 12
Scissor setsqty 6
Permanent markersqty 24
Poster puttyqty 12

Safety

Cable matsqty 20
Non-slip matsqty 12
Flashlightsqty 4
Reflective vestsqty 8

Packaging

Storage cratesqty 20
Boxesqty 20
Labelsqty 200

Tips

Set the exhibitor profile before inviting companies. This gives you a clear basis for selecting participants and prevents a floor full of businesses that do not match the audience.
Create the trade show floor plan before assigning pitch locations. Allow room for registration, visitor chairs, presentation screens, buffet tables and clear walking routes rather than filling every available metre.
Set registration and technical deadlines at least 10 days before the fair. Use the responses to check company details, collect dietary requirements and confirm whether exhibitors need a laptop, screen, HDMI cable or extension cord.
Plan catering around the programme, not just the headcount. Confirm quantities for coffee, water and food after registrations close, and put coffee machines, kettles, thermos flasks, coolers and serving equipment where queues will not block exhibition stands.
Prepare the visitor-facing materials during the final week. Print name badges and signage, sort badges alphabetically, and test every presentation screen and cable at least one day before doors open.

Frequently asked questions

How far in advance should you plan a business fair?: Start venue and participant planning at least 8 to 12 weeks before the fair. Open registration early enough to leave 10 days for checking company details, dietary requirements and technical needs.
How do you plan a business fair floor layout?: Place the registration desk near the entrance, then map exhibition tables, pitch locations, presentation screens and catering around the visitor route. Finish the layout at least 2 weeks before the event so companies can receive their locations.
When should exhibitors submit their technical requirements?: Ask for technical requirements when registration opens and set the final deadline 10 days before the fair. This gives you time to arrange screens, laptops, HDMI cables, extension cords and power access.
When should you prepare name badges for a business fair?: Close the main registration list 3 to 5 days before the fair, then check company details and print the badges. Keep a small number of blank badges available for last-minute corrections or replacements.

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.