How to organise a golf fair without missing the details

Start by fixing the fair date and opening hours, then build the exhibitor list and confirm each booth space before promoting registration. Once attendance is coming in, publish the programme, collect dietary requirements and order catering and printed materials. The venue layout needs equal attention: plan stands, registration, parking information and the golf demonstration before the setup day. On site, leave time to check the entrance, unload furniture, test presentation equipment and prepare the putting area before visitors arrive.

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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
Set the trade fair date and opening hours
2 people
2
Compile exhibitor list
2 people
3
Confirm exhibitor booth spaces
2 people
4
Send invitations
2 people
5
Open the registration form
6
Publish the fair program
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Order catering
2 people
10
Order print materials
11
Design signage
12
Work out stand layout
2 people
13
Send exhibitor information
14
Send parking information
15
Check stock
2 people
16
Pick up groceries
2 people
17
Bring materials to the venue
3 people
18
Check the venue and entrance
2 people
19
Unload tables and chairs
4 people
20
Hang up booth map
2 people
21
Set up stand tables
4 people
22
Place chairs by the stands
3 people
23
Set up registration desk
2 people
24
Set up the golf demonstration
3 people
25
Lay Out Putting Green
2 people
26
Set up the presentation area
2 people
27
Connect lighting and cables
2 people
28
Set up coffee station
2 people
29
Chill drinks
2 people
30
Set out snacks and lunch
3 people
31
Lay out name badges and lists
2 people

Event

32
Welcome exhibitors
3 people
33
Staff the registration desk
2 people
34
Welcome visitors
3 people
35
Distribute program
2 people
36
Guide exhibitors to their booths
2 people
37
Lead Golf Clinics
2 people
38
Assist with the putting competition
2 people
39
Announce presentations
40
Operate presentation equipment
41
Serve coffee and tea
2 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Restock the buffet and coffee table
2 people
45
Empty trash bins
2 people
46
Check toilets periodically
47
Answer visitor questions
2 people
48
Inform last visitors
2 people
49
Close the registration desk
2 people

Aftercare

50
Check out exhibitors
3 people
51
Gather golf equipment
3 people
52
Dismantle tables and chairs
4 people
53
Switch off equipment
2 people
54
Wash dishes and glasses
2 people
55
Collect and remove waste
3 people
56
Clean the venue
3 people
57
Remove decorations and signage
2 people
58
Return materials
3 people
59
Return rental items
2 people
60
Store leftover groceries
2 people
61
Register lost and found items
62
Send thank-you message to exhibitors
63
Follow up on visitor information

What to bring

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

Furniture

Standing tablesqty 24
Folding chairsqty 60
Registration desk
Bar stoolsqty 8
Tableclothsqty 24
Waste binsqty 8

Sports equipment

Putting matsqty 2
Golf clubsqty 12
Golf Ballsqty 120
Putting cupsqty 4
Tee Matsqty 2
Golf teesqty 200
Competition scorecardsqty 100

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Tongs and serving spoonsqty 8

Decorations

Golf flagsqty 6
Bannersqty 12
Table signalsqty 24
Direction signsqty 12
Name badgesqty 180

Lighting

LED string lightsqty 6
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand broomsqty 2

Catering

Groceries

Tips

Confirm booth spaces before sending invitations. A final exhibitor list makes it possible to publish an accurate stand map and prevents last-minute changes to tables, chairs and signage.
Set a registration deadline at least 7 days before the fair. Use the final numbers to order catering, prepare name or registration materials and check dietary requirements rather than guessing quantities.
Walk through the visitor route before setup day. Check the entrance, registration desk, stand layout, parking information and waste bins in that order so queues do not block the first exhibitors.
Test the golf demonstration as a complete activity, not just as separate equipment. Lay out putting mats, putting cups, golf balls, clubs and scorecards, then check that visitors have enough space to putt safely.
Check power and presentation equipment before exhibitors arrive. Test the laptop, projector, screen, microphones and speakers, and cover extension cords and power strips with cable mats where people will walk.

Frequently asked questions

How far in advance should I organise a golf fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date, opening hours and exhibitor spaces first; invitations and registration should follow once those details are fixed.
When should exhibitors receive the golf fair information?: Send the practical exhibitor information no later than 7 days before the event. Include booth details, arrival and parking instructions, the programme and the deadline for any final requirements.
How do I plan the setup for a golf fair?: Allow at least 3 hours before opening for unloading, furniture placement, signage, registration and the putting demonstration. Finish the stand layout and equipment check before setting out catering, so cables and traffic routes remain accessible.
When should I order catering for a golf fair?: Order catering after registration closes and dietary requirements have been collected, ideally 5 to 7 days before the fair. Keep coffee machines, kettles, thermos flasks, cups, glasses, plates and cutlery ready for the final stock check.

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