How to organise a franchise fair from start to finish

A franchise fair needs more than a row of exhibition stands. Start by confirming the date and venue, then build the floor plan around exhibitor needs, visitor flow and the programme. Give franchise owners clear terms and deadlines before opening registration, and leave time to process registrations, collect dietary requirements and confirm exhibitors. In the final week, focus on badges, signage, presentations, catering, equipment and the visitor email so small omissions do not disrupt the day.

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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 people
2
Create the trade show floor plan
2 people
3
Determine the booth layout
2 people
4
Contact franchise owners
2 people
5
Send participant terms and conditions
6
Publish registration form
7
Send invitations
2 people
8
Launch social media promotion
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors
2 people
12
Book catering
13
Reserve beverage delivery
14
Reserve equipment
15
Publish parking information
16
Compile program
2 people
17
Confirm speakers
18
Collect presentations
19
Assign stand numbers
20
Prepare visitor badges
2 people
21
Print exhibitor information
22
Design route signs
23
Send the final visitor email
24
Check stock
2 people
25
Check the shopping list
26
Do the shopping
2 people
27
Pick up drinks
2 people
28
Open venue
2 people
29
Clear the loading and unloading area
2 people
30
Set up tables and chairs
4 people
31
Build stage walls
4 people
32
Hang up stand numbers
2 people
33
Put up route signs
2 people
34
Set up the stage backdrop
3 people
35
Connect lighting
2 people
36
Connect the sound system
2 people
37
Set up registration desk
2 people
38
Prepare badges per stand
2 people
39
Display promotional materials
3 people
40
Set up coffee station
2 people
41
Chill drinks
2 people
42
Prepare snacks
3 people
43
Test the equipment
2 people
44
Set up presentations
45
Conduct a safety check
2 people
46
Brief the registration team
2 people

Event

47
Open the doors
2 people
48
Register visitors
3 people
49
Hand out badges
2 people
50
Direct visitors to booths
2 people
51
Facilitate presentations
2 people
52
Manage microphones
53
Serve coffee and tea
2 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Restock the coffee station
57
Empty trash bins
2 people
58
Check toilets
59
Support exhibitors
2 people
60
Answer visitor questions
2 people
61
Take event photos
62
Inform last visitors
2 people
63
Close doors
2 people

Aftercare

64
Dismantle booth materials
4 people
65
Switch off the equipment
2 people
66
Gather promotional materials
3 people
67
Collect tableware
2 people
68
Store food chilled
2 people
69
Sort waste
2 people
70
Clean the venue
4 people
71
Inventory materials
2 people
72
Return rental items
2 people
73
Store leftover drinks
74
Archive photos and files
75
Send thank-you email
76
Check invoices

What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 120
Bar stoolsqty 24
Registration desk
Lounge armchairsqty 8
Lounge tablesqty 4
Stage
Clothes racksqty 4
Lockable cabinetsqty 6
Display wallsqty 48
Foldable tablesqty 8
Stoolsqty 16

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 180
Wine glassesqty 120
Platesqty 180
Dessert platesqty 150
Cutlery setsqty 180
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 8
Thermos flasksqty 8

Equipment

Coffee machinesqty 4
Kettlesqty 4
Refrigeratorsqty 4
Coolersqty 8
Laptopsqty 2
Screensqty 4
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 4
Barcode scannersqty 2
Payment terminalsqty 2
Hand trucksqty 2
Tool casesqty 2

Decorations

Company flagsqty 12
Logo foam boardsqty 24
Bannersqty 12
Tableclothsqty 24
Plantsqty 16
Directional signsqty 12
Booth numbersqty 24
Program boardsqty 4
Flip chartsqty 6
Markersqty 24

Catering

Name badgesqty 250
Lanyardsqty 250
Program bookletsqty 250
Notepadsqty 250
Ballpoint pensqty 250
Carrier bagsqty 250
Wristbandsqty 250
Napkinsqty 500
Stirrersqty 300
Paper strawsqty 250
Disposable cupsqty 300
Groceries

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Cleaning cartsqty 2
Paper towelsqty 12

Lighting

LED spotlightsqty 12
Standing lampsqty 6
Mood lightingqty 6

Tips

Confirm the venue and date before contacting franchise owners. Create the trade show floor plan early, including the registration desk, stage, catering area, lounge seating and clear routes between stands.
Set one firm deadline for exhibitor confirmations and a separate deadline for presentations. Assign stand numbers only after the booth layout is stable, then include each number in the exhibitor information.
Open registration after the participant terms and conditions are ready. Allow at least 3 to 5 working days to process registrations and chase missing details such as dietary requirements.
Book catering, beverage delivery and equipment against the expected visitor count, not just the number of exhibitors. Check that coffee machines, kettles, refrigerators, screens and the projector are available and positioned where they are needed.
Send the final visitor email 2 to 3 days before the fair with parking information, arrival instructions and the programme. On the day before, check stock and the shopping list, then prepare badges, route signs and printed exhibitor information.

Frequently asked questions

How far in advance should I organise a franchise fair?: Start planning at least 12 weeks before the fair. You need that time to confirm the venue, contact franchise owners, publish registration, promote the event and secure catering and equipment.
When should I send invitations for a franchise fair?: Send the first invitations 6 to 8 weeks before the event, once the date, location and basic programme are confirmed. Send a final visitor email 2 to 3 days before the fair.
How long before the event should exhibitors confirm their stand?: Set the exhibitor confirmation deadline at least 3 weeks before the fair. This leaves time to assign stand numbers, print information, finalise the floor plan and collect presentations.
When should I order catering and drinks for a franchise fair?: Book catering and beverage delivery at least 2 to 3 weeks in advance. Finalise quantities after registration closes or 5 to 7 days before the fair, when the visitor count is more reliable.

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.