How to organise a business fair without last-minute problems

A business fair works best when exhibitor logistics and student registration are planned together. Start by securing the venue and date, then invite companies and students early enough to measure demand. Once registrations come in, confirm company details, collect dietary requirements and assign stalls before ordering catering or printing materials. The final phase is about making the floor plan, program, signs and equipment work together on the day.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the venue, date and opening hours before sending invitations. Companies need the event details to decide whether to attend, while students need a clear registration deadline and visitor information.
Keep exhibitor information in one checked list. Confirm company names, contact details, stall requirements and price lists before assigning spaces or printing booth numbers.
Create the floor plan before reserving the final furniture and equipment. Count market stall tables, chairs, high tables, screens, microphones and power points against the number of exhibitors and presentation areas.
Close registration early enough to act on the results. Allow at least 7 days before the fair to process registrations, check dietary requirements, finalise attendance sheets and order catering.
Test the practical setup before guests arrive. Check laptops, projectors, wireless microphones, speakers, chargers, extension cords and cable trays, then place direction signs and information desks where visitors first need them.

Frequently asked questions

How far in advance should I organise a business fair?: Start planning at least 8 to 12 weeks before the fair. Reserve the venue and date first, then allow several weeks for company invitations, student registration, stall assignments and equipment planning.
When should exhibitors receive their stall assignments?: Send confirmed stall assignments about 2 weeks before the event. This gives companies time to check their details, prepare promotional materials and bring the right price lists or display items.
How long should student registration stay open?: Keep registration open for around 3 to 4 weeks, with a firm closing date at least 7 days before the fair. You then have time to process registrations, prepare name badges and print attendance sheets.
When should catering be ordered for a business fair?: Order catering after registration closes and dietary requirements have been checked, normally 5 to 7 days before the event. Final numbers should match the processed registrations, with servings planned for the event schedule.