How to organise a franchise fair from start to finish

A franchise fair needs more coordination than a standard networking event: exhibitors need clear booth information, visitors need a simple registration process, and the venue must work for both. Start by securing the venue and confirming exhibitors, then build the participant page, invitations and registration flow around those details. In the final week, lock the booth layout, catering numbers and technical requirements. On the day, allow enough time to check access, power, signage and the registration desk before exhibitors arrive.

Organize this event for free with Lizzt

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
Contact exhibitors
2 people
3
Publish the participants page
4
Send invitations
2 people
5
Process registrations
6
Send exhibitor information
7
Finalize booth layout
2 people
8
Collect dietary requirements
9
Book catering
10
Buy drinks and snacks
2 people
11
Prepare badges
2 people
12
Print the trade fair floor plan
13
Print participant list
14
Check exhibitor list
15
Sort booth materials
2 people
16
Chill the groceries
2 people
17
Open venue
2 people
18
Check the entrance and exit
2 people
19
Set up tables
4 people
20
Set up chairs
3 people
21
Set up exhibition walls
4 people
22
Distribute power outlets
2 people
23
Connect lighting
2 people
24
Hang up signage
2 people
25
Set up registration desk
2 people
26
Lay out badges
2 people
27
Set up the catering table
3 people
28
Refill coffee machines
2 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Welcome exhibitors
3 people
32
Hand Out Booth Materials
3 people
33
Help exhibitors at their booth
4 people
34
Test equipment at each booth
2 people
35
Brief the registration team
2 people
36
Label catering allergens
2 people

Event

37
Staff the entrance desk
2 people
38
Register visitors
3 people
39
Issue badges
2 people
40
Direct visitors to booths
2 people
41
Support exhibitors
2 people
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Keep catering tables clean
2 people
46
Empty trash bins
2 people
47
Check toilets
48
Answer participant questions
2 people
49
Set up the networking drinks reception
3 people
50
Serve the networking drinks reception
3 people
51
Collect empty glasses
2 people
52
Final visitor guidance round
2 people
53
Check out exhibitors
2 people
54
Collect lost property
55
Close the registration desk
2 people

Aftercare

56
Collect stand materials
4 people
57
Dismantle booth walls
4 people
58
Clear tables and chairs
4 people
59
Wash dishes
3 people
60
Empty the refrigerators and coolers
2 people
61
Sort waste
3 people
62
Clean the venue
4 people
63
Inventory materials
2 people
64
Return rental items
2 people
65
Store leftover catering
2 people
66
Dispose of badges and waste
2 people
67
Send thank-you message
68
Archive registration details

What to bring

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

Furniture

Standing tablesqty 24
Bistro tablesqty 12
Chairsqty 120
High tablesqty 10
Stoolsqty 20
Registration desk
Clothes racksqty 2
Lockable cabinet
Display wallsqty 24
Brochure racksqty 24

Equipment

Laptopsqty 3
Tabletsqty 3
Screensqty 12
Projector
Projection screen
Wi-Fi router
Extension cordsqty 24
Power stripsqty 24
Charging stationsqty 3
Barcode scannerqty 2
Label printer
Speakersqty 2
Microphone
Audio mixer

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Trade show bannersqty 24
Logo stickersqty 24
Plantsqty 12
Tableclothsqty 24
Directional signsqty 12
Welcome sign
Program postersqty 6

Tableware

Water glassesqty 150
Wine glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving boardsqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Ice cube traysqty 6
Serving tongsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Refrigerated display casesqty 2

Cleaning

Waste binsqty 12
Microfiber clothsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Toilet brushesqty 3
Hand soap dispensersqty 6

Registration

Badge holdersqty 200
Lanyardsqty 200
Pensqty 50
Clipboardsqty 6
Name stickersqty 200
Wristbandsqty 200
Trade fair floor plansqty 200
Program flyersqty 200
Exhibitor foldersqty 30

Safety

Cable matsqty 24
Marking tapeqty 8
Work glovesqty 12
Flashlightsqty 4

Catering

Groceries

Tips

Confirm the venue before publishing exhibitor information. Check entrance and exit routes, available power, Wi-Fi, lighting and the space needed for display walls, tables and brochure racks at least 8 weeks ahead.
Give exhibitors one clear information pack no later than 2 weeks before the fair. Include arrival and unloading times, booth dimensions, furniture options, power access, Wi-Fi details and the final floor plan.
Close visitor registrations 3 to 5 days before the event, then print the participant list and prepare badges. Keep a small batch of blank badges for late registrations and name changes at the registration desk.
Collect dietary requirements when people register and give the final numbers to catering 5 to 7 days before the fair. Chill drinks and snacks before opening rather than trying to fit this into exhibitor setup time.
Schedule venue access at least 3 hours before doors open. Use the first part for tables, chairs, exhibition walls and power; reserve the final 30 minutes for checking signage, technology, the exhibitor list and the entrance flow.

Frequently asked questions

How far in advance should you organise a franchise fair?: Start planning 8 to 12 weeks before the fair. Book the venue and contact exhibitors first, because the confirmed booth count determines the floor plan, furniture, power and catering requirements.
When should I send invitations for a franchise fair?: Send the first invitations around 6 weeks before the event, once the date, venue and initial exhibitor list are confirmed. Send a reminder 7 to 10 days before registration closes.
How much time do you need to set up a franchise fair?: Allow at least 3 hours of venue access before visitors arrive. Larger fairs or layouts with many display walls, screens and power connections may need 4 to 5 hours, especially if exhibitors set up on the same day.
When should catering numbers be finalised for a franchise fair?: Finalise the catering order 5 to 7 days before the fair, after checking registrations and dietary requirements. Keep a small buffer for late registrations, but do not rely on walk-in numbers for the full order.

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.