How to organise a design fair without losing control
A design fair needs more than attractive tables and a strong exhibitor list. Start by fixing the date, opening hours and participant profile, then build the programme and floor layout around the people you expect to attend. Exhibitor confirmations, visitor registration and technical checks need firm deadlines because late changes affect printing, catering and staffing. Use the plan below to keep promotion, exhibitor communication and event-day operations in the right order.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set date and opening hours
2 people
- 2
Define the participant profile
2 people
- 3
Compile exhibitor list
2 people
- 4
Invite exhibitors
2 people
- 5
Send visitor invitations
2 people
- 6
Open the registration form
- 7
Post promotion on social media
2 people
- 8
Send press release
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Collect exhibitor information
2 people
- 12
Create the booth layout
2 people
- 13
Confirm exhibitor spots
- 14
Prepare the program and schedule
2 people
- 15
Plan presenters and demonstrations
2 people
- 16
Book catering
- 17
Buy drinks and snacks
2 people
- 18
Check print files
2 people
- 19
Print maps and route signs
2 people
- 20
Prepare name badges
2 people
- 21
Send the exhibitor manual
- 22
Export visitor list
- 23
Prepare the volunteers briefing
- 24
Check stock
2 people
- 25
Do the shopping
2 people
- 26
Collect printed materials and supplies
2 people
- 27
Open venue
2 people
- 28
Receive deliveries
3 people
- 29
Mark stalls
2 people
- 30
Set up tables and chairs
4 people
- 31
Build exhibitor stands
6 people
- 32
Set up registration desk
2 people
- 33
Set up the presentation area
3 people
- 34
Test lighting and presentations
2 people
- 35
Hang up decorations
3 people
- 36
Set up signage
2 people
- 37
Set up the catering buffet
3 people
- 38
Prepare coffee and tea
2 people
- 39
Chill drinks
2 people
Event
- 40
Staff the registration table
2 people
- 41
Welcome visitors
2 people
- 42
Hand out badges
2 people
- 43
Support exhibitors
2 people
- 44
Announce the program
- 45
Facilitate presentations
2 people
- 46
Serve snacks
3 people
- 47
Refill drinks
2 people
- 48
Refill coffee and tea
2 people
- 49
Keep the buffet clean and stocked
2 people
- 50
Empty trash bins
2 people
- 51
Check toilets
- 52
Capture photo moments
- 53
Lead the exhibitor round
2 people
- 54
Announce the final program item
- 55
Guide visitors to the exit
2 people
Aftercare
- 56
Have exhibitors dismantle their booths
6 people
- 57
Clean up catering
3 people
- 58
Put furniture back
4 people
- 59
Remove decorations
3 people
- 60
Wash dishes
3 people
- 61
Collect waste
3 people
- 62
Clean the venue
4 people
- 63
Switch off equipment
2 people
- 64
Inventory materials
2 people
- 65
Return borrowed items
2 people
- 66
Clear away unused catering
2 people
- 67
Collect lost and found items
- 68
Save photos and files
- 69
Send thank-you message to exhibitors
- 70
Send thank-you message to visitors
- 71
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Exhibition tablesqty 30
- Bistro tablesqty 12
- Chairsqty 80
- Stoolsqty 24
- Registration desk
- Presentation table
- Clothes racksqty 8
- High tablesqty 10
- Waste binsqty 12
- Tablecloth setsqty 30
Equipment
- Laptopqty 2
- Tabletsqty 2
- Projector
- Projection screen
- Presentation clicker
- Speakersqty 2
- Wireless microphoneqty 2
- Microphone stand
- Extension cordsqty 12
- Power stripsqty 12
- Charging stationsqty 3
- Label printer
- Cable reelsqty 3
Lighting
- LED spotlightsqty 12
- Mood lightingqty 6
- Light standsqty 6
Tableware
- Coffee cupsqty 120
- Water glassesqty 150
- Wine glassesqty 100
- Platesqty 180
- Forksqty 180
- Knivesqty 180
- Spoonsqty 120
- Serving boardsqty 12
- Serving plattersqty 16
- Coffee potsqty 6
- Teapotsqty 4
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Coolersqty 6
- Thermos flasksqty 8
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 12
- Small bowlsqty 24
- Ice packsqty 24
Decorations
- Backdrop clothsqty 6
- Plantsqty 18
- Vasesqty 12
- Table decorationsqty 30
- Photo backdrop
- Directional signsqty 12
- Stand number signsqty 30
- Name badgesqty 80
- Wristbandsqty 400
- Adhesive stripsqty 6
- Cable tiesqty 200
Catering
- Groceries
Cleaning
- Mop setsqty 3
- Bucketsqty 4
- Broom setsqty 3
- Trash binsqty 6
- Paper towelsqty 12
Registration
- Visitor badgesqty 400
- Exhibitor badgesqty 100
- Badge holdersqty 500
- Lanyardsqty 500
- Registration listsqty 8
- Pensqty 30
- Clipboardsqty 8
- Wristbands for staffqty 40
Communication
- Exhibitor manualsqty 40
- Program flyersqty 500
- Floor plansqty 500
- Exhibitor listsqty 400
- Feedback cardsqty 350
- Pens for feedbackqty 30
- Tapeqty 12
- Writing foldersqty 6
Tools
- Screwdriver setsqty 3
- Hammersqty 3
- Measuring tapesqty 4
- Scissorsqty 12
- Utility knivesqty 4
- Work glovesqty 12
- Cable tiesqty 200
- Gaffer tapeqty 12
Safety
- Non-slip matsqty 12
- Cable traysqty 20
- Warning signsqty 8
- Flashlightsqty 6
- Reflective vestsqty 8
Transport
- Transport cartsqty 4
- Roll containersqty 4
- Storage cratesqty 20
- Protective blanketsqty 12
- Ratchet strapsqty 8
Tips
- Set the exhibitor deadline before you publish the final booth layout. Once you know who is attending, assign exhibition tables, chairs, stools or clothes racks and send each exhibitor their confirmed spot.
- Open visitor registration early enough to estimate attendance, then export the visitor list before the event. Collect dietary requirements during registration rather than trying to handle them at the catering stage.
- Build the programme around fixed presentation and demonstration times. Check the projector, screen, speakers, wireless microphone, clicker and extension cords before doors open, not when the first presenter is ready.
- Send the exhibitor manual before the fair and include arrival instructions, booth dimensions, setup timing and contact details. This prevents repeated questions and reduces last-minute changes to the table plan.
- Treat printed materials as a deadline-driven task: check map and route-sign files before printing, prepare name badges from the final lists, and brief volunteers on registration, directions and replenishing drinks and snacks.
Frequently asked questions
- How far in advance should I organise a design fair?
- Start at least 12 weeks before the fair if you need to recruit exhibitors, arrange presenters and promote visitor registration. Set exhibitor and programme deadlines several weeks before the event so the layout, badges and printed maps use final information.
- How do I choose exhibitors for a design fair?
- Define the participant profile before compiling the exhibitor list, then invite exhibitors whose work fits that profile. Aim to confirm the full list at least 4 weeks before opening so you can create the booth layout and send confirmed spots.
- How many drinks should I plan for a design fair?
- For the first hour, allow roughly 2 to 3 drinks per visitor, then adjust for the total opening period and whether food is served. Order coffee, water and other drinks after registration numbers are stable, and keep a small reserve for late arrivals.
- When should I prepare the design fair floor plan?
- Create a draft as soon as you know the venue dimensions and the main furniture requirements. Finalise it after exhibitor confirmations, ideally 3 to 4 weeks before the fair, then print maps and route signs only after the plan is checked.
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