How to organise a business fair from first invite to final stand

Start a business fair with the exhibitor list and the venue layout, not with catering or printed materials. Companies need enough time to register, provide dietary requirements and receive their stand number, arrival details and practical instructions. Once the floor plan is workable, coordinate equipment, deliveries, signage, badges and staffing around it. The final checks should focus on power, escape routes, registration and what exhibitors need when they arrive.

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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
Compile the participant list
2
Invite companies
2 people
3
Send invitations
4
Process registrations
5
Send confirmations
6
Collect dietary requirements
7
Arrange exhibitor booths
2 people
8
Assign stand numbers
9
Inform exhibitors
10
Confirm reservations
11
Order catering
12
Create the staff schedule
13
Coordinate deliveries
14
Work out the floor plan
2 people
15
Check escape routes
2 people
16
Design name badges
17
Print name badges
18
Prepare exhibitor folders
2 people
19
Print signage
20
Print program
21
Do the shopping
2 people
22
Collect fresh produce
2 people
23
Check materials
2 people
24
Receive deliveries
2 people
25
Clear space
4 people
26
Clean the floor and entrance
2 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Set up exhibition walls
4 people
30
Hang up stand numbers
2 people
31
Set up registration desk
2 people
32
Set up the presentation table
2 people
33
Build the catering buffet
3 people
34
Set out coffee and tea
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Label diet meals
2 people
38
Lay out name badges
2 people
39
Set up signage
2 people
40
Check the lighting
2 people
41
Test equipment
2 people
42
Welcome exhibitors
3 people
43
Direct exhibitors to their stands
2 people
44
Carry out final stand check
2 people
45
Hold team briefing
6 people

Event

46
Open registration
3 people
47
Welcome visitors
3 people
48
Hand out name badges
2 people
49
Inform visitors
2 people
50
Support exhibitors
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Restock the buffet
3 people
55
Empty trash bins
2 people
56
Check toilets
57
Guide photo moments
58
Guide visitors out
2 people
59
Check out exhibitors
2 people

Aftercare

60
Catering breakdown
3 people
61
Collect materials
4 people
62
Clear tables and chairs
4 people
63
Dispose of waste
2 people
64
Clean the room
3 people
65
Wash dishes
2 people
66
Return equipment
2 people
67
Return furniture
2 people
68
Store remaining supplies
2 people
69
Send thank-you message

What to bring

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

Furniture

Standing tablesqty 25
Beer tablesqty 10
Chairsqty 120
Registration desk
Buffet tablesqty 4
Bar stoolsqty 12
Display wallsqty 25
Clothes racksqty 4

Equipment

Laptopqty 2
Tabletqty 2
Printer
Cash drawer
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Presentation clicker

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120
Serving plattersqty 15
Serving tongsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving jugsqty 6
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 30
Plant decorationqty 12
Buntingqty 8
Name badge holdersqty 30
Information boardsqty 8
Photo backdrop

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Waste binsqty 10
Hand broomsqty 3
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2

Catering

Groceries

Registration

Name badge holdersqty 150
Name badgesqty 150
Lanyardsqty 150
Pensqty 40
Clipboardsqty 6
Visitor formsqty 150
Exhibitor foldersqty 25
Wristbandsqty 150

Presentation

Program flyersqty 150
Floor plansqty 150
Flyer racksqty 30
A4 sheetsqty 30
Flip chartsqty 2
Markersqty 20
Tapeqty 10
Scissorsqty 6
Staplersqty 3
Staplesqty 10
Cable tiesqty 200
Cable tiesqty 100
Table numbersqty 25
Directional signsqty 12
Entrance banner
Roll-up bannersqty 4

Tips

Set the exhibitor deadline before ordering catering. Use the confirmed participant list to estimate meals and drinks, then leave time to process registrations, send confirmations and collect dietary requirements.
Draw the floor plan before assigning stand numbers. Check that display walls, tables and chairs do not narrow escape routes, and mark the registration desk, buffet tables, presentation area and charging points.
Send exhibitors one practical information pack after reservations are confirmed. Include the stand number, setup and arrival instructions, delivery arrangements, available equipment and the deadline for any changes.
Schedule printing only after the participant data is stable. Name badges, the programme, signage and exhibitor folders are easy to waste when company names or stand numbers are still changing.
Build the event-day staff schedule around the busiest moments: exhibitor arrival, attendee registration, presentations, catering deliveries and closing. Test the laptop, projector, screen, microphone, speakers, extension cords and power strips before doors open.

Frequently asked questions

How far in advance should I invite companies to a business fair?: Send the first invitations at least 8 to 12 weeks before the fair, especially if companies need to prepare a booth or presentation. Set a registration deadline around 3 weeks before the event so you can finalise stands, badges and catering.
When should I assign business fair stand numbers?: Assign stand numbers after registrations and reservations are sufficiently stable, usually 2 to 3 weeks before the fair. Send the final layout and each company’s number no later than 7 days before setup.
How much catering should I order for a business fair?: Base the order on confirmed attendees and exhibitors, then add a small buffer rather than ordering from early estimates. Finalise dietary requirements at least 7 days beforehand, and confirm delivery time and serving space 2 to 3 days before the fair.
What should I check on the day before a business fair?: Check the floor plan, escape routes, stands, signage, badges, programme, registration equipment and all deliveries the day before. Test presentations and audio equipment at least 2 hours before guests arrive, and keep a staff member responsible for last-minute issues.

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.