How to organise a Chemistry Fair without last-minute chaos

A Chemistry Fair needs more than a list of exhibitors and a room full of tables. Start by fixing the date, venue and floor plan, then build the exhibitor and visitor process around those decisions. Demonstrations need an early safety review, while power, AV equipment, catering and printed materials often cause problems when left until the final week. Use one plan to coordinate registration, stand numbers, instructions, visitor flow and event-day checks.

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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
Confirm the trade fair date and location
2 people
2
Create the trade fair floor plan
2 people
3
Invite exhibitors
2 people
4
Open the registration form
5
Send invitations
2 people
6
Process exhibitor registrations
2 people
7
Process visitor registrations
2 people
8
Collect dietary requirements
9
Check exhibitor list
2 people
10
Assign stand numbers
2 people
11
Sending Booth Instructions
12
Inventory demonstrations
2 people
13
Request safety information
2 people
14
Assess demonstrations for risk
2 people
15
Check escape routes
2 people
16
Check fire extinguishers
17
Check first aid supplies
18
Book catering
19
Reserve furniture
20
Reserve AV equipment
21
Provide print files
2 people
22
Prepare name badges
2 people
23
Print the program
24
Prepare route signs
2 people
25
Print the visitor list
26
Collect stand materials
3 people
27
Do the catering shopping
2 people
28
Test the equipment
2 people

Event

29
Open venue
2 people
30
Receive deliveries
3 people
31
Set up tables and chairs
4 people
32
Build stage walls
4 people
33
Hang up stand numbers
2 people
34
Set up registration desk
2 people
35
Set up information table
2 people
36
Place safety signs
2 people
37
Set off demonstration areas
3 people
38
Set out demonstration materials
3 people
39
Fill coolers
2 people
40
Set up the coffee and tea station
2 people
41
Set up the catering buffet
3 people
42
Test sound and presentations
2 people
43
Welcome exhibitors
3 people
44
Guide exhibitors to their booths
3 people
45
Staff the registration desk
3 people
46
Welcome visitors
3 people
47
Hand out name badges
2 people
48
Explain the program
2 people
49
Handle the opening
2 people
50
Guide the trade fair floor
3 people
51
Guide demonstrations
3 people
52
Carry out safety checks
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Restock the buffet
2 people
57
Collect tableware
2 people
58
Separate waste
2 people
59
Support presentations
2 people
60
Collect contact details
61
Record visitor questions
62
Announce closing
63
Check out exhibitors
3 people

Aftercare

64
End demonstrations safely
3 people
65
Safely pack chemical materials
3 people
66
Take waste to the collection point
2 people
67
Wash dishes
2 people
68
Clean the catering area
2 people
69
Clean the expo floor
3 people
70
Dismantle furniture
4 people
71
Dismantle stand walls
4 people
72
Switch off the equipment
2 people
73
Turn off lights
74
Inventory materials
2 people
75
Return borrowed materials
2 people
76
Collect lost property
77
Hand over the venue
2 people
78
Sort invoices and receipts
79
Send thank-you message
80
Follow up on visitor information
81
Follow up on exhibitor information

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 120
Registration desk
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 2
Transport cartsqty 4

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Presentation clickerqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
USB sticksqty 4
Coolersqty 4
Handheld scannersqty 2
String lightsqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Refrigeratorsqty 2
Serving bowlsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12

Decorations

Booth numbersqty 24
Tableclothsqty 24
Backdrop clothsqty 24
Info displaysqty 6
Directional signsqty 12
Program standsqty 6
Name badgesqty 150
Badge holdersqty 150
Desk pensqty 12

Safety

Safety gogglesqty 30
Lab coatsqty 20
Nitrile glovesqty 200
Face shieldsqty 10
Drip traysqty 12
Safety tapeqty 6
Warning signsqty 12
Safety data sheetsqty 30
Eye wash bottlesqty 4
Absorbent granulesqty 10
Lockable chemical boxesqty 12

Cleaning

Cleaning spongesqty 12
Microfiber clothsqty 24
Bucketsqty 6
Mopsqty 6
Broom and dustpanqty 4
Hand soap dispensersqty 6
Hand sanitizerqty 6

Catering

Groceries

Tips

Set the floor plan before assigning stand numbers. Mark exhibitor tables, the registration desk, visitor routes, escape routes, catering and presentation areas so exhibitors receive instructions that match the room.
Open exhibitor registration before sending broad invitations, and allow at least 7 days to process applications, collect dietary requirements and request demonstration safety information. Late registrations can disrupt the layout.
Review every demonstration for risk before the event, not during setup. Ask for the materials and procedure in advance, then check escape routes, fire extinguishers and first aid supplies before doors open.
Test the technical setup at least 2 hours before visitors arrive. Check the laptop, projector, screen, speakers, microphones, clicker, extension cords and power strips together rather than assuming they will work on arrival.
Prepare visitor-facing materials no later than the day before. Print the program, name badges, route signs and visitor list, and keep the registration desk supplied with scanners or a laptop for check-in.

Frequently asked questions

How far in advance should I invite Chemistry Fair exhibitors?: Send the first invitations at least 6 to 8 weeks before the fair. Keep registration open for a defined period, then leave at least 7 days to confirm exhibitors, assign stand numbers and send booth instructions.
When should Chemistry Fair demonstrations be checked for safety?: Request safety information when exhibitors register and assess each demonstration at least 2 weeks before the event. Recheck the setup, escape routes, fire extinguishers and first aid supplies on the event day before demonstrations begin.
How early should I plan the Chemistry Fair floor plan?: Create a first floor plan as soon as the venue and date are confirmed, ideally 6 weeks before the fair. Finalise table positions and stand numbers after registrations close, usually 1 to 2 weeks before the event.
What should I prepare for Chemistry Fair visitor check-in?: Have the visitor list, name badges, route signs and registration equipment ready by the day before. Set up the registration desk at least 60 minutes before opening so scanners, the laptop and printed materials can be tested.

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.