How to organise a camper fair from start to finish

A camper fair works best when exhibitor logistics are settled before visitor promotion begins. Start by fixing the date, opening hours and venue layout, then build the exhibitor list and assign booth spaces. Allow time for registrations, dietary requirements, printed materials and presentation equipment. In the final week, confirm every exhibitor by phone, check the forecast and prepare the entrance, stands and camper displays in a clear sequence.

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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 date and opening hours
2 people
2
Confirm the venue and room layout
2 people
3
Compile exhibitor list
2 people
4
Send invitations
2 people
5
Open the registration form
6
Contact exhibitors
2 people
7
Assign Booth Space
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Compile program
2 people
11
Reserve presentation equipment
12
Order catering
2 people
13
Have printed materials made
14
Print floor plan
15
Send exhibitor information
16
Check visitor registration
2 people
17
Prepare name badges
2 people
18
Confirm exhibitors by phone
2 people
19
Check the weather forecast
20
Do the shopping
3 people
21
Bring materials to the venue
4 people
22
Welcome exhibitors
3 people
23
Set up the entrance and reception desk
3 people
24
Build exhibitor stands
8 people
25
Position camper presentations
4 people
26
Set up tables and chairs
4 people
27
Check power outlets
2 people
28
Set up the presentation area
3 people
29
Hang up signage
3 people
30
Hang up decorations
2 people
31
Set up the registration desk
2 people
32
Set up coffee station
2 people
33
Prepare snacks
3 people
34
Chill drinks
2 people
35
Test presentation materials
2 people
36
Clear emergency routes
2 people
37
Briefing for reception team
3 people
38
Give exhibitor briefing
3 people

Event

39
Welcome visitors
4 people
40
Register sign-ups
3 people
41
Hand out name badges
2 people
42
Support exhibitors
3 people
43
Facilitate presentations
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Collect tableware
2 people
48
Empty trash bins
2 people
49
Check toilets
2 people
50
Keep booth aisles clear
2 people
51
Answer visitor questions
2 people
52
Handle Photo Coverage
53
Inform last visitors
2 people
54
Check out exhibitors
3 people

Aftercare

55
Take down camper presentations
4 people
56
Dismantle exhibitor stands
8 people
57
Wash dishes
3 people
58
Chill leftover catering
2 people
59
Collect waste
3 people
60
Clean the venue
4 people
61
Switch off equipment
2 people
62
Remove decorations and signage
3 people
63
Return materials
4 people
64
Return rental items
2 people
65
Collect lost and found items
66
Call exhibitors back
2 people
67
Send thank-you message
68
Collect visitor feedback
69
Share photos with exhibitors
70
Check Unpaid Invoices
71
Process final settlement

What to bring

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

Furniture

High tablesqty 8
Tablesqty 12
Chairsqty 80
Presentation tableqty 2
Coat racksqty 2
Waste binsqty 10

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Cable reelsqty 3

Lighting

LED lampsqty 12
Mood lightingqty 4

Decorations

Bannersqty 6
Flagsqty 12
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 12
Chalkboardsqty 6
Plantsqty 8

Stand materials

Party tentsqty 4
Back wall panelsqty 12
Brochure holdersqty 20
Display standsqty 8
Power splittersqty 10
Cable matsqty 12

Registration

Registration desk
Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 4
Pensqty 30
Cash box
Payment terminal

Printed materials

Floor plansqty 200
Program leafletsqty 200
Exhibitor badgesqty 30
Directional signsqty 20
Tapeqty 8
Cable tiesqty 100

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Knivesqty 6
Small bowlsqty 12

Cleaning

Cleaning bucketsqty 4
Broomsqty 3
Floor squeegeesqty 2
Vacuum cleanerqty 2
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date, opening hours and room layout before sending invitations. Exhibitors need the exact booth dimensions, access arrangements and setup times so you can assign space without later reshuffling.
Open visitor registration early and process it continuously rather than waiting until the final week. Prepare name badges and a separate check-in list at least 2 days before the fair.
Send exhibitors a practical information pack 7 days before opening. Include their booth location, arrival time, floor plan, presentation schedule, power arrangements and what they must bring themselves.
Test every presentation item before doors open: laptop, projector, screen, speakers, microphone and extension cords. Keep cable reels, power strips and cable mats ready because stands and presentation areas rarely share power conveniently.
Plan the final setup backwards from opening time. Bring materials to the venue first, set up the entrance and reception desk, build the exhibitor stands, then position camper presentations and signage before welcoming exhibitors.

Frequently asked questions

How far in advance should I organise a camper fair?: Start planning at least 8 to 12 weeks before the fair. Fix the venue and layout first, then allow several weeks for exhibitor invitations, registrations, booth assignments and catering.
When should I confirm camper fair exhibitors?: Send written exhibitor information 7 days before the event and confirm each exhibitor by phone during the final week. This is the best time to catch missing registrations, power requests or changes in presentation plans.
How many days before a camper fair should catering be ordered?: Order catering at least 7 days in advance, once you have a reliable registration count and dietary requirements. Recheck the final number 2 days before opening if the caterer allows adjustments.
What should be prepared on the day before a camper fair?: Prepare name badges, printed floor plans, banners, brochure holders and stand materials the day before. Keep event-day setup focused on furniture, equipment, camper displays and the reception desk rather than last-minute printing.

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.