How to organise a caravan accessories fair

A caravan accessories fair works best when exhibitors know exactly where to go, what space they have and when visitors can arrive. Start by fixing the date and programme, then recruit exhibitors before opening registration and promotion. Confirm every booking early enough to build the booth and parking layouts around real numbers. In the final week, focus on power, signage, payments, catering and moving equipment to the venue so setup is not left to the event morning.

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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
Publish the date and program
2
Invite exhibitors
2 people
3
Open the registration form
4
Post promotion on social media
5
Distribute flyers
2 people
6
Confirm exhibitors
7
Process registrations
2 people
8
Collect dietary requirements
9
Record the parking layout
10
Create the booth layout
2 people
11
Inform exhibitors
12
Book catering
13
Check power outlets
2 people
14
Prepare signage
2 people
15
Prepare name badges
16
Print programs
17
Sort wristbands
18
Prepare the cash register
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Bring materials to the venue
3 people
23
Block off the entrance
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Build party tents
4 people
27
Connect power supply
2 people
28
Hang lighting
2 people
29
Place booth numbers
2 people
30
Welcome exhibitors
3 people
31
Register exhibitors
2 people
32
Assign stand locations
3 people
33
Set up product tables
6 people
34
Set up the register and reception desk
2 people
35
Set up the catering buffet
3 people
36
Set up drink points
2 people
37
Set up signage
2 people
38
Check toilets

Event

39
Staff the entrance desk
2 people
40
Welcome visitors
3 people
41
Hand out programs
2 people
42
Arrange parking assistance
2 people
43
Support exhibitors
2 people
44
Guide product demos
2 people
45
Serve catering
3 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Empty trash bins
2 people
49
Check toilets periodically
50
Keep the rest area tidy
51
Assist at the photo spot
52
Staff the information desk
2 people
53
Register lost and found items
54
Inform last visitors
2 people
55
Close the entrance desk
2 people
56
Check out exhibitors
2 people
57
Have the products loaded
4 people

Aftercare

58
Take down tables and chairs
4 people
59
Take down party tents
4 people
60
Remove lighting
2 people
61
Remove decorations
2 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the venue
3 people
65
Sort materials
2 people
66
Store materials
3 people
67
Return borrowed items
2 people
68
Check leftovers
69
Handle lost and found
70
Send thank-you message to exhibitors

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 30
Bistro tablesqty 8
Folding chairsqty 40
Bar stoolsqty 12
Coat racksqty 2
Bollardsqty 12
Coat hangersqty 80

Equipment

Coolersqty 6
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Laptopsqty 2
Payment terminalsqty 2
Cash registersqty 2
Walkie-talkiesqty 6
Handheld microphonesqty 2
Speakersqty 2
Power banksqty 4

Lighting

LED light stringsqty 6
LED lampsqty 12
Desk lampsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Entrance banner
Table signsqty 30
Tableclothsqty 30
Flower arrangementsqty 6
Photo backdrop
Photo propsqty 12
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 200
Directional signsqty 12
Program leafletsqty 200
Pensqty 20
Clipboardsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 20
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Cooler thermometersqty 3

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Set the date and programme before inviting exhibitors. Open registration only after you can explain arrival times, booth arrangements and parking clearly; otherwise expect repeated questions and incomplete applications.
Confirm exhibitors at least 7 days before the fair and use the final list to create the booth layout. Send each exhibitor their position, unloading instructions and power information instead of relying on signs at the entrance.
Record the parking layout as soon as registrations give you a realistic visitor estimate. Keep the entrance clear with bollards or equivalent barriers, and mark exhibitor access separately so arriving caravans do not block visitors.
Check every power outlet during the week before the fair, then match extension cords, power strips and cable reels to the booth layout. Keep cables away from walking routes and test payment terminals, laptops and lighting before doors open.
Prepare badges, wristbands, printed programmes and table signs one day ahead. Chill drinks and prepare snacks close to opening time, while catering numbers should be confirmed several days earlier using the collected dietary requirements.

Frequently asked questions

How far in advance should I organise a caravan accessories fair?: Set the date and publish the programme at least 8 weeks ahead. Invite exhibitors immediately, close or review registrations around 2 weeks before the fair, and confirm the final layout 7 days before opening.
When should exhibitors be confirmed for a caravan accessories fair?: Aim to confirm every exhibitor no later than 7 days before the event. That gives you enough time to finish the booth layout, parking plan, badges, table signs and exhibitor information.
How do I plan power for a caravan accessories fair?: Check the venue’s outlets at least 7 days before the fair and map them against each booth. Test extension cords, power strips, cable reels, payment terminals and lighting during setup, not after visitors arrive.
When should I order catering for a caravan accessories fair?: Book catering at least 7 days before the event, then update the final quantity 2 to 3 days beforehand. Collect dietary requirements during registration so the caterer has time to provide suitable options.

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.