How to organise a franchise fair from start to finish

A franchise fair works best when exhibitors, visitors and logistics are planned as three connected tracks. Start by fixing the venue, date and exhibitor capacity, then build registration and promotion around the number of booth spaces available. Allow time for contracts, invoices, dietary requirements and technical requests before finalising the floor plan. The last week should be about closing registration, printing badges, sharing arrival details and checking every booth, power connection and registration device.

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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 venue
2
Record date and times
3
Compile exhibitor list
2 people
4
Invite exhibitors
2 people
5
Publish registration form
6
Invite attendees
2 people
7
Post promotion online
8
Distribute promotion through partners
2 people
9
Send exhibitor contracts
10
Sell booth spaces
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send exhibitor invoices
14
Create the booth layout
2 people
15
Book catering
16
Gather technical requirements
17
Design name badges
18
Close visitor registration
19
Export visitor list
20
Send exhibitor information
21
Finalize the floor plan
2 people
22
Publish parking information
23
Print the run sheet
24
Print name badges
2 people
25
Check materials
2 people
26
Do the shopping
2 people
27
Prepare the exhibitor reception
2 people
28
Prepare the registration desk
2 people
29
Set up booth materials
4 people
30
Set up tables and chairs
4 people
31
Build exhibitor stands
6 people
32
Place sign boards
3 people
33
Hang signs
2 people
34
Hang up decorations
3 people
35
Check the lighting
2 people
36
Test Wi-Fi and power
2 people
37
Set up the catering buffet
3 people
38
Prepare coffee and tea
2 people
39
Display snacks
3 people
40
Prepare registration materials
2 people
41
Briefing for reception team
42
Give exhibitor briefing
2 people

Event

43
Welcome visitors
4 people
44
Register visitors
3 people
45
Hand out name badges
2 people
46
Guide exhibitors
2 people
47
Staff the information desk
2 people
48
Direct visitors to booths
2 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Refill buffet
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Collect tableware
2 people
56
Wash dishes
2 people
57
Answer visitor questions
2 people
58
Inform last visitors
2 people
59
Check out exhibitors
2 people
60
Register lost property

Aftercare

61
Dismantle exhibitor stands
6 people
62
Put furniture back
4 people
63
Remove decorations
3 people
64
Switch off equipment
2 people
65
Collect waste
3 people
66
Clean the venue
4 people
67
Clean the kitchen
2 people
68
Clean the restrooms
2 people
69
Count inventory
70
Return rental items
2 people
71
Keep lost and found items
72
Check exhibitor invoices
73
Send thank-you email to attendees
74
Send thank-you email to exhibitors
75
Archive photos and files

What to bring

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

Furniture

Trade fair tablesqty 30
Exhibition chairsqty 90
Registration deskqty 2
Bar stoolsqty 12
Folding chairsqty 12
Coat racksqty 4
Bollardsqty 8
Barrier tapeqty 4
Tableclothsqty 30
Brochure racksqty 25

Equipment

Laptopsqty 4
Tabletsqty 3
Badge printer
Label printer
Card machinesqty 2
Barcode scannersqty 2
Wi-Fi router
Extension cordsqty 12
Power stripsqty 15
USB chargersqty 8
Power banksqty 4
Presentation screensqty 2
HDMI cablesqty 4
Speakersqty 2
Microphone
Tool casesqty 2
Roll containersqty 4
Cable matsqty 12

Decorations

Company bannersqty 6
Backdropsqty 25
Exhibitor name signsqty 25
Directional signsqty 12
Welcome sign
Directional signsqty 10
Plantsqty 12
Flagsqty 8
Adhesive hooksqty 40
Cable tiesqty 200

Tableware

Coffee cupsqty 100
Glassesqty 150
Wine glassesqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving spoonsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 15
Food warmersqty 4
Storage binsqty 12
Kitchen tongsqty 8
Kettlesqty 3
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 30
Cleaning glovesqty 12

Lighting

LED spotlightsqty 12
String lightsqty 6

Catering

Groceries

Paper goods

Name badgesqty 300
Lanyardsqty 300
Visitor listsqty 6
Exhibitor manualsqty 30
Floor plansqty 250
Program leafletsqty 250
Pensqty 80
Notepadsqty 60
Printer paperqty 2
Label sheetsqty 10
Bindersqty 6
Clipboardsqty 8

Tips

Set the exhibitor capacity before opening sales. Create the booth layout early, then keep a small buffer for late confirmations, accessibility needs and changes to power or presentation requirements.
Send exhibitor contracts and invoices as soon as a booth is sold. Give exhibitors a clear deadline for payment, logos, technical requirements and visitor-facing information so the floor plan does not remain provisional.
Close visitor registration several days before the fair and export the final list immediately. Use it to print name badges, prepare the registration desk and estimate how many check-in devices, staff and catering portions you need.
Treat technical planning as a separate deadline, not a detail for the final day. Confirm screens, microphones, HDMI cables, Wi-Fi, extension cords and power strips with exhibitors before the floor plan is finalised.
Walk the venue with the run sheet and floor plan at least one day before opening. Check booth furniture, banners, brochure racks, coat racks, cable mats, registration equipment and parking information before exhibitors arrive.

Frequently asked questions

How early should you start organising a franchise fair?: Start at least 12 to 16 weeks before the fair. That gives you time to reserve the venue, sell booth spaces, sign exhibitor contracts, promote registration and resolve technical requests before the final two weeks.
When should exhibitor registration close for a franchise fair?: Set the exhibitor information deadline around 3 weeks before the event and close booth changes at least 7 days before opening. Finalising earlier gives you time to complete the floor plan, print materials and confirm power and furniture.
How many staff do you need for a franchise fair?: Plan at least 2 people for visitor check-in, plus 1 coordinator for every 15 to 20 exhibitors. Add separate support for technical issues and room logistics if presentations, badge scanning or multiple halls are involved.
What should exhibitors receive before a franchise fair?: Send the exhibitor information pack 7 to 10 days before the fair. Include arrival and parking details, booth dimensions, setup times, the final floor plan, technical arrangements, catering information and a contact number for event-day questions.

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.