How to organise a cruise fair from first booking to closing time

A cruise fair depends on careful coordination between shipping companies, exhibitors and visitors. Start by fixing the date, opening hours and venue, then build the exhibitor list before planning the booth layout and visitor registration. The details that cause delays are usually practical ones: missing technical requirements, late presentation files, unclear parking information and not enough time to print badges or floor plans. Use the plan below to keep the work in the right order.

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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 trade fair date and opening hours
2 people
2
Contact participating shipping companies
2 people
3
Register exhibitors
2 people
4
Create the booth layout
2 people
5
Confirm booth sizes
2 people
6
Keep track of the participant list
7
Send invitations
2 people
8
Open online registrations
9
Process registrations
10
Collect dietary requirements
11
Send visitor confirmations
12
Send parking information
13
Send exhibitor information
14
Make reservations for materials
15
Book catering
16
Determine beverage stock
2 people
17
Collect Print Materials
18
Print the trade fair floor plan
19
Prepare name badges
2 people
20
Print visitor lists
21
Gather promotional materials
2 people
22
Collect presentations from shipping companies
23
Gather technical requirements
24
Check route to venue
25
Check the weather forecast
26
Do the shopping
3 people
27
Sort printed materials
2 people
28
Confirm exhibitors by phone
29
Bring materials to the venue
3 people
30
Open venue
2 people
31
Check entrances and emergency exits
2 people
32
Set up tables and chairs
4 people
33
Set up exhibition walls
4 people
34
Hang up stand numbers
2 people
35
Welcome exhibitors
2 people
36
Set up stand tables per shipping company
3 people
37
Distribute brochures by booth
2 people
38
Connect the projector and screen
2 people
39
Test microphone
2 people
40
Check the lighting
2 people
41
Set up coffee station
2 people
42
Chill drinks
2 people
43
Set out snacks
2 people
44
Set up registration desk
2 people
45
Lay out name badges
46
Hang up signage
2 people
47
Clean Entrance
2 people

Event

48
Open registration
3 people
49
Welcome visitors
3 people
50
Distribute program
2 people
51
Direct visitors to booths
2 people
52
Restock Cruise Brochures
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
2 people
55
Refill drinks
2 people
56
Collect used dishes
2 people
57
Empty trash bins
58
Announce the presentation
59
Provide technical support for the presentation
2 people
60
Facilitate Q&A during the presentation
61
Inform last visitors
2 people
62
Close registration
2 people
63
Check out exhibitors
2 people

Aftercare

64
Collect stand materials
4 people
65
Dismantle booth walls
4 people
66
Clear tables and chairs
4 people
67
Pack leftover catering
2 people
68
Wash dishes
2 people
69
Clean coffee station
2 people
70
Collect waste
2 people
71
Clean the floor and entrance
2 people
72
Switch off equipment
2 people
73
Turn off lights
74
Lock up the venue
2 people
75
Return rented materials
2 people
76
Store leftover materials
2 people
77
Register lost and found items
78
Send a thank-you message to exhibitors
79
Send visitor thank-you gifts
80
Collect outstanding invoices

What to bring

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

Furniture

Tablesqty 18
Chairsqty 70
Registration desk
Stoolsqty 12
Display wallsqty 24
Brochure racksqty 12
Coat racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Wine glassesqty 60
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 80
Serving spoonsqty 12
Serving traysqty 12

Equipment

Projector
Projection screen
Laptop
Microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Presentation remote
Mobile card machine

Decorations

Balloonsqty 100
Balloon archesqty 2
Nautical flagsqty 12
Table runnersqty 18
Artificial plantsqty 12
World mapsqty 4
Table décorqty 18
Decorative compassesqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 4
Battery lanternsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 4
Serving tongsqty 8
Small bowlsqty 24
Pitchersqty 8
Ice cube traysqty 4

Office

Name badge holdersqty 100
Name badge cardsqty 100
Writing foldersqty 6
Ballpoint pensqty 50
Markersqty 12
Rolls of tapeqty 8
Poster puttyqty 6
Clipboardsqty 6
Registration formsqty 150
Envelopesqty 100
Staplersqty 4
Staple boxesqty 8
Paper binsqty 6
USB sticksqty 2
Label sheetsqty 10
A4 paperqty 3
Trade fair floor plansqty 150
Program leafletsqty 150
Stand number signsqty 24
Directional signsqty 12
Clipboardsqty 12

Cleaning

Cleaning glovesqty 8
Microfiber clothsqty 20
Floor mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date, opening hours and venue before contacting shipping companies. Allow at least 8–12 weeks for exhibitors to confirm, provide booth requirements and submit presentation materials.
Create the booth layout only after booth sizes are confirmed. Leave clear routes to the registration desk, catering area and presentation space, and print the final floor plan after the last change.
Open visitor registration early and send confirmations with parking details. Ask for dietary requirements during registration so catering numbers can be finalised several days before the fair.
Collect technical requirements and presentation files at least 7 days before opening. Test the projector, screen, laptop, microphone, speakers, extension cords and power strips together at the venue.
Prepare badges, visitor lists and exhibitor information before setup day. Keep presentation equipment, charging cables, beverages and printed materials in separate labelled boxes so the registration desk can open on time.

Frequently asked questions

How far in advance should I organise a cruise fair?: Start at least 8–12 weeks before the fair. That gives shipping companies time to confirm participation, allows you to build the booth layout and leaves a separate week to resolve technical or printing problems.
When should cruise fair exhibitors confirm their booth requirements?: Ask for booth sizes and technical requirements when they register, then set a firm deadline no later than 3–4 weeks before the event. Freeze the layout once the deadline passes and communicate any changes immediately.
When should visitor registration close for a cruise fair?: Keep online registration open until roughly 3–5 days before the fair, unless venue capacity requires an earlier cutoff. Finalise dietary requirements, visitor lists, badges and catering numbers after registration closes.
How much time do I need to set up a cruise fair?: Allow at least 4–6 hours for tables, chairs, display walls, brochure racks, signage, registration materials and catering setup. Add extra time if exhibitors bring their own displays or if presentations need a full sound and projection test.

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.