How to organise a fishing trade show

A fishing trade show depends on more than booking a venue and inviting exhibitors. Start by fixing the date, opening registration and contacting exhibitors early, then build the booth layout around confirmed participants. After that, coordinate the programme, deliveries, parking information and visitor communications. The final week is for checking stock, printing floor plans and signage, preparing name badges, and confirming what must be ready when the venue opens.

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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
Publish date and times
2
Contact exhibitors
2 people
3
Open registration form
4
Send invitations
2 people
5
Post social media messages
6
Process registrations
2 people
7
Collect dietary requirements
8
Create the booth layout
2 people
9
Confirm exhibitors
10
Make reservations
11
Send parking information
12
Compile program
2 people
13
Brief presenters
14
Coordinate deliveries
15
Prepare name badges
2 people
16
Print floor plan
17
Print Signage
18
Check stock
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Open venue
2 people
23
Clear the loading and unloading area
2 people
24
Welcome exhibitors
3 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Set up exhibition walls
4 people
28
Distribute power outlets
2 people
29
Tape down cables securely
2 people
30
Hang up stand numbers
2 people
31
Hang up signage
2 people
32
Set up the registration desk
2 people
33
Prepare registration materials
2 people
34
Set up the catering buffet
3 people
35
Set out coffee and tea
2 people
36
Set up the presentation area
3 people
37
Test audio and video
2 people
38
Check lighting and emergency exits
2 people
39
Give staff briefing
40
Check the doors and entrance
2 people

Event

41
Register visitors
3 people
42
Welcome exhibitors
2 people
43
Staff the information desk
2 people
44
Guide demonstrations
2 people
45
Announce presentations
46
Check access and flow
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Register lost and found items
53
Guide the final presentations
2 people
54
Check out exhibitors
2 people
55
Guide visitors to the exit
2 people

Aftercare

56
Switch off equipment
2 people
57
Clear tables and chairs
4 people
58
Dismantle booth walls
4 people
59
Remove decorations
2 people
60
Wash dishes
3 people
61
Clean up catering
3 people
62
Collect waste
3 people
63
Clean the venue
4 people
64
Inventory materials
2 people
65
Return materials
2 people
66
Store leftover stock
2 people
67
Handle lost and found

What to bring

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

Furniture

Standing tablesqty 24
Trade fair tablesqty 6
Chairsqty 80
Folding chairsqty 20
Bar stoolsqty 8
Display wallsqty 16
Dressing tablesqty 4
Waste binsqty 10
Clothes racksqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 10
Cable reelsqty 4
Payment terminalsqty 2
Cash boxesqty 2
Walkie-talkiesqty 6
Laptop locksqty 2

Lighting

LED spotlightsqty 12
Mood lightingqty 6

Decorations

Stand number signsqty 24
Signage boardsqty 12
Program postersqty 10
Floor plansqty 100
Banner standsqty 4
Flagsqty 8
Tableclothsqty 30
Poster puttyqty 10
Painter's tapeqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Soup ladlesqty 4
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 3
traysqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Contact exhibitors before publishing the final booth layout. Ask what space, tables, display walls, power and presentation equipment they need, then update the plan after confirmations arrive.
Open registration as soon as the date and times are fixed. Collect dietary requirements during registration rather than trying to chase them during the final week.
Separate delivery planning from visitor setup. Clear the loading and unloading area before exhibitors arrive, and use a simple schedule so tables, display materials and equipment do not compete for the same access point.
Prepare the visitor information in one batch: invitations, social posts, parking details, the programme, floor plans and directional signage should all show the same times and stand numbers.
Run a venue check before event day. Test the laptop, projector, microphones, speakers, mixer, power strips and cable routes, then chill drinks and prepare snacks only after the stock check is complete.

Frequently asked questions

How early should I contact fishing trade show exhibitors?: Start contacting exhibitors at least 8 to 12 weeks before the show. Keep a confirmation deadline around 4 weeks before opening so you can produce a reliable booth layout and programme.
When should registration open for a fishing trade show?: Open registration as soon as the date, times and venue information are confirmed, ideally 6 to 8 weeks before the event. Close or review registrations 3 to 5 days before the show so badges and dietary requirements can be prepared.
How do I plan the layout for a fishing trade show?: Create the first booth layout after collecting exhibitor requirements, then revise it once exhibitors are confirmed. Leave clear visitor routes and finalise the floor plan at least 1 week before opening so it can be printed with the signage.
What should be checked on the day before a fishing trade show?: Check stock, badges, floor plans, signage, programme posters, payment terminals and power equipment the day before. Reserve the first event-day hours for deliveries, venue access, table setup and exhibitor welcome rather than last-minute printing.

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.