How to organise a caravan fair from first booking to opening
A caravan fair needs more than a row of stands and a few invitations. Start by fixing the date and opening hours, then secure exhibitors before planning the visitor experience around them. Registration numbers determine your stall layout, catering order, parking plan and volunteer cover. The final week is about turning the plan into a usable venue: marked spaces, working screens and power, printed badges, clear signs and a team that knows where to be.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the trade fair date and opening hours
2 people
- 2
Invite exhibitors
2 people
- 3
Publish registration form
- 4
Send visitor invitations
2 people
- 5
Process registrations
2 people
- 6
Collect dietary requirements
- 7
Compile exhibitor list
2 people
- 8
Assign stalls
2 people
- 9
Make booth reservations
- 10
Develop parking plan
2 people
- 11
Create a visitor map
- 12
Plan the program and demonstrations
2 people
- 13
Send exhibitor instructions
- 14
Place catering order
- 15
Check technical supplies
2 people
- 16
Have printed materials made
- 17
Schedule volunteers
2 people
- 18
Prepare visitor registration
2 people
- 19
Print name badges
- 20
Do the shopping
2 people
- 21
Sort printed materials
- 22
Open venue
2 people
- 23
Clean the expo floor
3 people
- 24
Tape off booth spaces
3 people
- 25
Set up tables
4 people
- 26
Set up chairs
3 people
- 27
Set up registration desk
2 people
- 28
Set up signage
3 people
- 29
Mark parking route
3 people
- 30
Connect power supply
2 people
- 31
Test the lighting
2 people
- 32
Set up coffee station
2 people
- 33
Prepare snacks
3 people
- 34
Fill coolers
2 people
- 35
Welcome exhibitors
3 people
- 36
Unload booth materials
4 people
- 37
Place exhibitor signs
2 people
- 38
Position caravans safely
4 people
- 39
Check demonstration models
2 people
- 40
Brief the registration team
2 people
Event
- 41
Open the trade show doors
3 people
- 42
Register visitors
3 people
- 43
Hand out program brochures
2 people
- 44
Direct visitors to booths
2 people
- 45
Guide demonstrations
2 people
- 46
Serve coffee and tea
2 people
- 47
Serve snacks
2 people
- 48
Refill drinks
2 people
- 49
Collect tableware
2 people
- 50
Empty trash bins
2 people
- 51
Check toilets
- 52
Check power cables
2 people
- 53
Inform last visitors
2 people
- 54
Close the fair doors
3 people
Aftercare
- 55
See the exhibitors out
3 people
- 56
Safely guide caravans out
4 people
- 57
Collect stand materials
4 people
- 58
Clear tables and chairs
4 people
- 59
Remove decorations
2 people
- 60
Collect waste
3 people
- 61
Wash dishes
2 people
- 62
Clean the expo floor
3 people
- 63
Turn Off Power
2 people
- 64
Inventory materials
2 people
- 65
Return borrowed materials
2 people
- 66
Register lost and found items
- 67
Store leftovers refrigerated
2 people
- 68
Send thank-you message
- 69
Collect visitor feedback
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Reception desk
- High tablesqty 8
- Trade fair tablesqty 24
- Folding tablesqty 6
- Chairsqty 60
- Bar stoolsqty 12
- Brochure racksqty 6
- Clothes racksqty 2
- Waste binsqty 10
- Waiting postsqty 4
Equipment
- Laptopqty 2
- Tabletsqty 3
- Label printer
- Printer
- Mobile phoneqty 4
- Walkie-talkiesqty 6
- Extension cordsqty 12
- Power stripsqty 10
- Cable reelsqty 4
- Cable matsqty 12
- Laptop locksqty 2
- Presentation screen
- HDMI cablesqty 3
Lighting
- LED work lightsqty 6
- String lightsqty 8
- Emergency lightsqty 4
Signage
- Directional signsqty 12
- Table signsqty 30
- Parking signsqty 8
- Information boardsqty 6
- Floor plansqty 80
- Barrier tapeqty 4
- Conesqty 20
Safety
- Fire extinguishersqty 6
- Work glovesqty 12
- Safety vestsqty 10
- Flashlightsqty 6
- Wheelchair ramp
Decorations
- Flagsqty 12
- Balloonsqty 100
- Balloon weightsqty 10
- Tableclothsqty 30
- Trade show bannersqty 6
- Sticky tackqty 10
- Paper tapeqty 12
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
- Serving tongsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Water carafesqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Pliersqty 4
- Ice packsqty 20
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning cart
Catering
- Groceries
Tips
- Set the date and opening hours before inviting exhibitors. Give exhibitors a firm registration deadline, then allow at least 7 days to process registrations, confirm dietary requirements and assign stalls.
- Build the floor plan from the actual exhibitor list, not from estimates. Mark every booth space with tape before tables arrive, and leave clear routes between trade fair tables, the reception desk and demonstrations.
- Send exhibitor instructions at least 10 days before opening. Include arrival and setup times, stall dimensions, parking directions, available power, presentation equipment and the name of the event-day contact.
- Order catering only after registration closes, then add a small buffer for late changes. Check dietary requirements against the final list and place drinks, waste bins and high tables where visitors will not block the entrance or busiest aisles.
- Test the technical setup and printed materials the day before if possible. Check laptops, tablets, printers, label printing, HDMI cables, extension cords and cable mats, then keep walkie-talkies and a charged mobile phone with the event team.
Frequently asked questions
- How far in advance should I organise a caravan fair?
- Start at least 8 to 12 weeks before the event. Use the first weeks for the date, venue, exhibitor invitations and registration form; reserve the final 7 days for stall assignments, printing, catering confirmation and technical checks.
- When should caravan fair exhibitor registration close?
- Close registration about 3 weeks before opening, or earlier if the venue has limited capacity. This gives you time to compile the exhibitor list, assign stalls, collect dietary requirements and send final instructions at least 10 days in advance.
- How do I plan stalls for a caravan fair?
- Create the layout as soon as registrations are confirmed, usually 2 to 3 weeks before the fair. Include the reception desk, demonstration area, visitor routes, power points and waiting space, then tape the booth positions before setup begins.
- When should I order catering for a caravan fair?
- Place the catering order 7 to 10 days before the event, after the registration numbers and dietary requirements are checked. Keep a small allowance for late registrations and confirm delivery time, serving space and waste collection.
Start this plan in Lizzt
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