How to organise a climate fair

Start by fixing the date, audience and programme before inviting exhibitors or workshop leaders. Then secure a suitable venue and check permits, power access and the visitor route. A climate fair usually combines exhibitor pitches, practical workshops and shared information, so the layout needs more planning than a row of tables. Open registration early, collect dietary requirements and confirm every presentation and workshop requirement at least one week before the event.

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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 the date and program
2 people
2
Define the target participant group
2 people
3
Contact exhibitors
2 people
4
Confirm workshop leaders
2 people
5
Check permits
6
Reserve venue
7
Map out power outlets
8
Create Trade Show Floor Plan
2 people
9
Assign pitch locations
2 people
10
Create website program
2 people
11
Publish registration form
12
Send invitations
2 people
13
Post social media announcement
14
Send press release
15
Process registrations
2 people
16
Collect dietary requirements
17
Order catering
18
Arrange waste collection
19
Order print materials
20
Collect presentations
2 people
21
Check workshop materials
2 people
22
Prepare name badges
2 people
23
Design route signs
24
Print Signage
25
Check visitor list
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Sort materials
3 people

Event

29
Open venue
2 people
30
Build stands
6 people
31
Set up tables and chairs
4 people
32
Set up the presentation area
3 people
33
Set up workshop rooms
4 people
34
Connect lighting and power
2 people
35
Hang up signage
2 people
36
Set up the registration desk
2 people
37
Lay out the information materials
3 people
38
Set up the coffee station
2 people
39
Prepare snacks
3 people
40
Welcome exhibitors
3 people
41
Test presentation technology
2 people
42
Brief volunteers
2 people
43
Register visitors
3 people
44
Explain the program
45
Staff info booths
12 people
46
Facilitate presentations
2 people
47
Lead the workshops
4 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Check waste streams
2 people
52
Check toilets
53
Answer visitor questions
2 people
54
Guide photo moments
55
Announce the final program item
56
Wave goodbye to visitors
3 people
57
Have exhibitors take down their stands
4 people
58
Collect materials
4 people

Aftercare

59
Dispose of waste separately
3 people
60
Wash dishes
2 people
61
Clean the venue
4 people
62
Switch off equipment
2 people
63
Put furniture back
4 people
64
Return borrowed items
2 people
65
Store leftover groceries
2 people
66
Collect expenses
67
Send thank-you message
2 people

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 100
Beer tablesqty 6
Bar stoolsqty 12
Party tentsqty 6
Registration desk
Brochure racksqty 8
Coat racksqty 2
Dressing tablesqty 2

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 2
Cable traysqty 12

Lighting

LED string lightsqty 8
LED work lightsqty 6
Lanternsqty 8

Decorations

Info boardsqty 12
Poster panel setsqty 8
Tableclothsqty 18
Plant containersqty 12
Chalkboardsqty 6
Name badge holdersqty 30
Directional signsqty 15
Banner framesqty 6

Tableware

Reusable coffee cupsqty 100
Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 10

Kitchen

Kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 3
Measuring cupsqty 3
Storage boxesqty 12
Thermos flasksqty 6

Cleaning

Waste binsqty 12
Waste sorting stickersqty 12
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Build the floor plan around visitor movement, not just available tables. Place the registration desk at the entrance, assign each exhibitor a pitch location, and leave clear routes between tables, workshop areas and exits.
Check electricity before confirming equipment. Map outlets by area and allow enough extension cords, power strips and cable trays for laptops, projectors, screens, speakers and microphones without creating trip hazards.
Set deadlines for contributors instead of waiting for final details. Ask exhibitors and workshop leaders for titles, descriptions, presentations and material needs at least 10 days before publishing the programme.
Treat signage as part of the visitor route. Prepare entrance, registration, workshop and exhibitor signs in advance, then walk the venue once with the printed signs to find confusing turns or missing directions.
Plan the close-down as carefully as the opening. Arrange waste collection, pack presentation files on USB sticks, check borrowed equipment and confirm that tables, chairs, tents and information materials can be cleared on the same day.

Frequently asked questions

How early should you start organising a climate fair?: Start at least 8 to 12 weeks before the fair. Use the first two weeks to set the date, audience, programme and venue, then allow several weeks for exhibitors, workshops, registrations and promotion.
When should exhibitors confirm their place at a climate fair?: Ask exhibitors to confirm their participation 4 to 6 weeks before the event. Request their pitch requirements, programme text and presentation files no later than 10 days before opening.
How many power outlets do you need for a climate fair?: Count every powered item by floor-plan area, then add at least 20% spare capacity. Check the venue 2 to 3 weeks in advance so extension cords, power strips and cable protection can be arranged safely.
When should registration open for a climate fair?: Open registration 3 to 4 weeks before the fair, once the main programme and venue details are confirmed. Ask for dietary requirements during registration and send the visitor list to the entrance team 1 to 2 days beforehand.

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.