How to organise a business fair from first plan to opening time

Organising a business fair starts with the date and programme, but the difficult work is coordinating exhibitors, information, space and practical details in the right order. Set up registration early, collect what each company needs, and use the final weeks to lock the booth layout, catering, equipment and signage. Power planning, dietary requirements and parking information are easy to postpone and hard to fix on the day. This approach gives you a clear sequence from the first invitation to the volunteer briefing.

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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 the date and program
2 people
2
Contact participating companies
2 people
3
Publish registration form
4
Send invitations
2 people
5
Distribute promotional materials
2 people
6
Process registrations
7
Collect company information
8
Collect dietary requirements
9
Create the booth layout
2 people
10
Update participant list
11
Book catering
12
Reserve furniture
13
Reserve equipment
14
Check permits
15
Publish parking information
16
Send program to attendees
17
Prepare name badges
2 people
18
Print company signs
19
Print direction signs
20
Collect presentations
21
Draw up the power plan
22
Brief volunteers
2 people
23
Check the shopping list
24
Do the shopping
2 people
25
Collect materials
3 people
26
Check the venue
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Set up tables and chairs
4 people
30
Set up exhibition walls
4 people
31
Hang up stand numbers
2 people
32
Attach company signs
2 people
33
Set up registration desk
2 people
34
Sort name tags
2 people
35
Build the catering buffet
3 people
36
Set up coffee station
2 people
37
Connect the technical equipment
2 people
38
Test presentations
2 people
39
Check the lighting
2 people
40
Put up route signs
2 people
41
Check toilets
42
Place waste stations
2 people

Event

43
Welcome exhibitors
3 people
44
Direct exhibitors to their stands
2 people
45
Register visitors
3 people
46
Hand out name badges
2 people
47
Serve welcome drinks
3 people
48
Give the opening speech
49
Supervise company presentations
2 people
50
Serve snacks
3 people
51
Refill coffee and tea
2 people
52
Refill drinks
2 people
53
Answer visitor questions
2 people
54
Collect contact details
2 people
55
Host the networking drinks reception
3 people
56
Restock the buffet
3 people
57
Collect used dishes
2 people
58
Empty trash bins
2 people
59
Announce the final round
60
Wave goodbye to visitors
3 people
61
Check out exhibitors
2 people

Aftercare

62
Dismantle stand materials
4 people
63
Take down tables and chairs
4 people
64
Disconnect equipment
2 people
65
Wash dishes
3 people
66
Sort leftover catering
2 people
67
Collect waste
3 people
68
Clean the venue
3 people
69
Clean the restrooms
2 people
70
Remove decorations
2 people
71
Inventory materials
2 people
72
Return materials
2 people
73
Send thank-you message to companies
74
Follow up with visitors
2 people
75
Share photos with participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 10
Registration desk
Clothes racksqty 2
Display wallsqty 24
Bollardsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 10
Power stripsqty 12
Charging stationsqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Company signsqty 30
Booth numbersqty 30
Route signsqty 10
Tableclothsqty 18
Flower arrangementsqty 8
Flagsqty 12
Adhesive hooksqty 50
Cable tiesqty 100

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Coolersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste binsqty 10
Towel rollsqty 6
Toilet brushesqty 3

Other

Name card holdersqty 120
Pensqty 40
Notepadsqty 120
Wristbandsqty 150
Clipboardsqty 4
First aid kitsqty 2
Umbrella binsqty 2

Catering

Groceries

Tips

Set the date and programme before contacting companies, then publish the registration form early enough to leave time for follow-up. Keep one current participant list rather than working from separate email replies.
Collect company names, presentation files and booth requirements in one deadline-driven process. Print company signs and booth numbers only after the layout and participant list are stable.
Plan the floor before reserving furniture and equipment. Count tables, chairs, high tables, display walls and the registration desk against the final booth layout, including clear routes between stands.
Draw up the power plan before the event week. Mark where the laptop, projector, screen, speakers, microphone, charging stations and extension cords will go, and keep cables out of walking routes with cable ties or suitable protection.
Send the programme, parking details and practical arrival information before the fair, then brief volunteers on registration and directions. Prepare name badges, route signs and company signs together so guests can find the right stand without asking at every turn.

Frequently asked questions

How far in advance should I start organising a business fair?: Start at least 8 to 12 weeks before the fair. Set the date and programme first, then allow several weeks for company registrations, information collection, booth planning and supplier bookings.
When should I send invitations to companies for a business fair?: Send the first invitations as soon as the date and programme are fixed, ideally 8 weeks before the event. Set a registration deadline around 3 to 4 weeks before the fair so you can finalise the participant list and booth layout.
How do I plan the layout for a business fair?: Create a draft layout after registrations begin and finalise it 2 to 3 weeks before the event. Include each booth, the registration desk, furniture, presentation area, power points and clear walking routes before ordering equipment.
When should catering and dietary requirements be arranged for a business fair?: Collect dietary requirements during registration and confirm the numbers with the caterer about 2 weeks before the fair. Recheck the final attendee count and special requirements 3 to 5 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.