How to organise a diving fair

Start by fixing the date and venue before contacting exhibitors or speakers. Then build the programme around confirmed exhibitors, lectures and visitor registration, leaving enough time to promote the fair in diving forums and on social media. The parts most often left too late are dietary requirements, exhibitor instructions, printed materials and the room layout. Plan the registration desk, lecture equipment, power points and catering as one connected setup rather than separate jobs.

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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 date and location
2
Invite exhibitors
2 people
3
Invite speakers
4
Open the registration form
5
Send invitations
2 people
6
Post promotion on diving forums
7
Publish social media posts
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm exhibitors
11
Create the booth layout
2 people
12
Create the lecture program
2 people
13
Make reservations
14
Order catering
15
Order print materials
16
Send exhibitor information
17
Prepare name labels
2 people
18
Print the visitor list
19
Do the shopping
2 people
20
Collect materials
3 people
21
Prepare registration table
2 people
22
Set up tables and chairs
4 people
23
Mark stalls
2 people
24
Set up stand tables
4 people
25
Set up high tables
3 people
26
Set up the lecture room
3 people
27
Connect the registration equipment
2 people
28
Hang up signage
2 people
29
Welcome exhibitors
3 people
30
Have exhibitors set up
4 people
31
Set up diving equipment safely
3 people
32
Set up coffee station
2 people
33
Chill drinks
2 people
34
Set out snacks
2 people
35
Test the presentation setup
2 people
36
Conduct a safety check
2 people

Event

37
Open registration
3 people
38
Welcome visitors
3 people
39
Hand out name tags
2 people
40
Hand out program brochures
2 people
41
Support exhibitors
2 people
42
Guide the first lecture
2 people
43
Moderate the second reading
2 people
44
Assist with the third lecture
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Answer visitor questions
2 people
51
See off the last visitors
3 people

Aftercare

52
Have exhibitors take down their stands
4 people
53
Pack scuba gear
3 people
54
Clear tables and chairs
4 people
55
Break down lecture area
3 people
56
Pack registration equipment
2 people
57
Wash dishes
2 people
58
Empty coolers
2 people
59
Remove decorations
2 people
60
Sort and remove waste
3 people
61
Clean the venue
3 people
62
Return borrowed materials
2 people

What to bring

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

Furniture

Standing tablesqty 20
Chairsqty 80
High tablesqty 10
Registration desk
Lecture table

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Wireless microphoneqty 2
Extension cordsqty 8
Power stripsqty 10
Cable matsqty 8
Cash register
Payment terminal
Tabletsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Table signsqty 20
Name badgesqty 250
Badge holdersqty 250
Trade fair flagsqty 8
Directional signsqty 12
Tableclothsqty 20
Program leafletsqty 250
Pensqty 20
Roll-up bannersqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue and date before sending invitations, then allow at least 6–8 weeks for exhibitors, speakers and visitors to respond. Keep a written list of confirmed participants instead of relying on informal messages.
Open registration as soon as the first promotion goes live. Ask for dietary requirements on the form and close or review registrations at least 7 days before the fair so catering quantities can be adjusted.
Create the booth layout and lecture programme before sending exhibitor information. Include arrival times, table assignments, power access, speaking times and the deadline for supplying presentation materials.
Prepare the registration desk around the visitor list: print it shortly before the event, arrange name badges and badge holders in alphabetical order, and keep a payment terminal or cash register ready if fees are collected on site.
Test the laptop, projector, screen, speaker and wireless microphone before exhibitors arrive. Tape down extension cords with cable mats and check every power strip in the room, especially around the lecture and registration areas.

Frequently asked questions

How far in advance should I organise a diving fair?: Start at least 8–12 weeks before the event. This gives exhibitors and speakers time to confirm, leaves 6–8 weeks for visitor promotion and allows you to order printed materials and catering without rushing.
When should I open registration for a diving fair?: Open registration when your date, venue and basic programme are confirmed, normally 6–8 weeks before the fair. Review the registration list weekly and finalise dietary requirements about 7 days before the event.
How do I plan the layout for a diving fair?: Create the booth and lecture layout after the main exhibitors are confirmed, ideally 3–4 weeks in advance. Leave clear walking routes, place the registration desk near the entrance and check where tables, chairs and power connections will fit.
What equipment do I need for diving fair lectures?: Allow at least one laptop, projector, projection screen, portable speaker and wireless microphone for the lecture area. Test the complete setup on the day before, or at least 2 hours before visitors arrive, including cables, power strips and extension cords.

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.