How to organise a design fair without losing track of the details

A design fair depends on more than attractive stands. You need a clear sequence: secure the venue, confirm exhibitors, record booth sizes and build the floor plan before ordering furniture, lighting and signage. Visitor registration, payment equipment, Wi-Fi and catering also need testing before the doors open. This guide focuses on the details that are commonly left too late, including participant information, dietary requirements, badges and the final on-site 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
Reserve the fair venue
2
Invite participants
2 people
3
Open registrations
4
Send visitor invitations
2 people
5
Create the trade show floor plan
2 people
6
Record booth sizes
2 people
7
Register participants
2 people
8
Collect dietary requirements
9
Book catering
10
Reserve furniture
11
Reserve lighting
12
Confirm booth layout
2 people
13
Collect participants' logos
14
Compile program
2 people
15
Send visitor information
16
Send participant information
17
Print map and signs
2 people
18
Prepare name badges
2 people
19
Prepare stand numbers
2 people
20
Prepare visitor registration
2 people
21
Determine catering quantities
2 people
22
Check the shopping list
2 people
23
Confirm participants by phone
2 people
24
Schedule volunteers
25
Do the shopping
2 people
26
Sort materials
3 people
27
Test registration system
2 people
28
Charge payment device
29
Prepare cash register and change
2 people
30
Assemble stand kits
3 people
31
Store catering chilled
2 people
32
Inspect venue and toilets
2 people
33
Confirm deliveries

Event

34
Open venue
2 people
35
Check floor and entrance
2 people
36
Set up tables and chairs
4 people
37
Set up presentation walls
4 people
38
Hang up stand numbers
2 people
39
Mark the entrance and wayfinding
2 people
40
Connect lighting
3 people
41
Secure power outlets
2 people
42
Build the catering buffet
3 people
43
Prepare coffee and tea
2 people
44
Hand out booth kits
2 people
45
Receive participants
3 people
46
Check the booth setup
3 people
47
Set up registration desk
2 people
48
Carry out opening check
3 people
49
Register visitors
3 people
50
Welcome visitors
2 people
51
Support participants
2 people
52
Announce program items
53
Serve catering
3 people
54
Refill drinks
2 people
55
Refill coffee and tea
2 people
56
Empty trash bins
2 people
57
Check toilets
2 people
58
Check stock
59
Inform last visitors
2 people
60
Guide visitor departure
2 people
61
Check out participants
2 people

Aftercare

62
Collect stand materials
4 people
63
Dismantle furniture
4 people
64
Turn off lights
2 people
65
Collect tableware
3 people
66
Collect waste
3 people
67
Clean the venue
3 people
68
Check borrowed materials
2 people
69
Return materials
2 people
70
Store leftover stock
2 people
71
Archive registration details
72
Send a thank-you gift to participants

What to bring

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

Furniture

Trade fair tablesqty 24
Visitor chairsqty 40
Bar stoolsqty 8
Registration desk
Catering tableqty 3
Clothes racksqty 8
High tablesqty 6
Presentation wallsqty 12
Bollardsqty 8

Equipment

Laptopsqty 3
Tabletsqty 3
Payment terminalsqty 2
Wi-Fi routersqty 2
Mobile chargersqty 6
Extension cordsqty 6
Power stripsqty 12
Cable matsqty 12
Portable lampsqty 12
Speakersqty 2
Microphone
Handheld scannerqty 2
Label printer
Tool casesqty 2
Step laddersqty 2
Hand trucksqty 2

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Serving trays with lidsqty 8
Water jugsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Bottle openersqty 4
Apronsqty 6

Decorations

Direction signsqty 12
Table signsqty 24
Name badge holdersqty 40
Tableclothsqty 24
Plantsqty 12
Photo framesqty 12
Adhesive hooksqty 40
Cable tiesqty 100
Washi tapeqty 12
Painter's tapeqty 12

Catering

Coffee urnsqty 2
Buffet platesqty 6
Bread basketsqty 6
Ice packsqty 24
Drink dispensersqty 4
Napkin holdersqty 8
Coffee spoonsqty 80
Sugar bowlsqty 4
Milk jugsqty 4
Groceries

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Tips

Start with the venue and exhibitor capacity. Reserve the space before opening registrations, then record each participant’s booth size so the floor plan reflects the actual requirements rather than assumptions.
Set firm deadlines for exhibitors. Collect logos, dietary requirements and final confirmations at least 2–3 weeks before the fair; call anyone who has not replied instead of relying only on email.
Build the floor plan around movement, not just table placement. Leave clear routes between trade fair tables, presentation walls, registration and catering, then confirm the layout with participants before printing maps or stand numbers.
Test the technical setup before event day. Check Wi-Fi routers, payment terminals, laptops, tablets, scanners, label printers, speakers and microphones together, and match extension cords, power strips and cable mats to the final layout.
Order catering from confirmed numbers, not registrations alone. Set the quantity after participant confirmations and collected dietary requirements, and check cups, glasses, plates, cutlery and serving equipment during the final shopping-list review.

Frequently asked questions

How far in advance should I organise a design fair?: Start at least 8–12 weeks before the fair. The venue, exhibitor invitations and registration process come first; allow the final 2–3 weeks for the floor plan, participant information, catering and printed materials.
When should exhibitors confirm their booth size?: Ask for booth dimensions when registrations open and set a final confirmation deadline 2–3 weeks before the event. Use those measurements to create the floor plan before reserving tables, chairs, lighting or presentation walls.
How many volunteers do I need for a design fair?: Plan at least one volunteer for registration and one person for general event support for every 50–75 visitors expected at the busiest time. Add a separate person if exhibitors need help with setup or technical issues.
When should I send visitor information for a design fair?: Send practical visitor information 7–10 days before the fair, including opening hours, registration instructions, the venue address and a map if needed. Send a short reminder 1–2 days before the event.

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.