How to organise a home and living fair

A home and living fair works best when the visitor route, exhibitor needs and practical setup are planned together. Start by confirming the date and location, then create the floor plan before assigning stalls or contacting exhibitors. Registration, permits, insurance and safety arrangements should be handled early, while signage, badges and supplier deliveries come later. This approach prevents common problems such as overcrowded aisles, missing power access and exhibitors arriving without the right information.

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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
Assign stalls
2 people
4
Contact exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Make reservations
8
Check permits
9
Check insurance
10
Draw up house rules
11
Develop safety plan
2 people
12
Confirm suppliers
13
Process registrations
2 people
14
Collect dietary requirements
15
Update exhibitor list
16
Assign stand numbers
2 people
17
Create the program
2 people
18
Have the map printed
19
Design signage
20
Publish on social media
21
Send press release
22
Check badge details
2 people
23
Prepare badges
2 people
24
Buy supplies
2 people
25
Collect materials
3 people
26
Open venue
2 people
27
Mark the floor and walking routes
3 people
28
Set up exhibition walls
4 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Set up the catering area
2 people
32
Hang lighting
3 people
33
Connect the sound system
2 people
34
Hang decorations
3 people
35
Set up signage
2 people
36
Set up booth materials
4 people
37
Welcome exhibitors
3 people
38
Hand out exhibitor badges
2 people
39
Test the equipment
2 people
40
Prepare snacks
3 people
41
Chill drinks
2 people

Event

42
Staff the registration table
2 people
43
Welcome visitors
3 people
44
Register visitors
2 people
45
Hand out maps
46
Support exhibitors
2 people
47
Facilitate presentations
2 people
48
Check the sound level
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Restock the buffet
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Keep walkways clear
2 people
56
Register lost and found items
57
Escort the last visitors
3 people
58
Check out exhibitors
2 people

Aftercare

59
Turn Off Power
2 people
60
Remove decorations
3 people
61
Dismantle booth walls
4 people
62
Stack tables and chairs
3 people
63
Wash dishes
3 people
64
Sort waste
3 people
65
Clean the venue
4 people
66
Inventory materials
2 people
67
Record damage
68
Return borrowed items
2 people
69
Store leftover stock
2 people
70
Collect invoices
71
Send thank-you message
72
Share photos

What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
Registration desk
Bar stoolsqty 12
Lounge sofasqty 8
Lounge armchairsqty 12
Side tablesqty 12
Display wallsqty 48
Brochure standsqty 24
Clothes racksqty 6
Folding tripodsqty 12
Bollardsqty 10

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Card machinesqty 4
Extension cordsqty 20
Power stripsqty 16
Cable reelsqty 6
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Mixer
Handheld scannersqty 2

Decorations

Buntingqty 8
Plantsqty 24
Vasesqty 12
Cushionsqty 30
Tableclothsqty 32
Photo wallsqty 2
Poster standsqty 12
Name badge holdersqty 50

Lighting

LED spotlightsqty 16
String lightsqty 8
Desk lampsqty 12
Emergency lightsqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 8

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 18
Hand soap dispensersqty 8

Catering

Groceries

Tips

Create the floor plan before assigning stalls. Mark the registration desk, lounge area, display walls, furniture zones and clear visitor routes, leaving enough space for queues and deliveries.
Contact exhibitors with the stand number, setup times, available tables or display equipment, power arrangements and house rules. Send this information before registration closes so special requests can be resolved in time.
Set a registration deadline at least 7 days before the fair. Use the final list to check badge details, collect dietary requirements and prepare enough badges, scanners or tablets for arrival.
Check permits, insurance and the safety plan before publishing the final programme. Keep exits, cable routes and any areas separated by bollards clear, and review the plan with suppliers before setup day.
Plan the last 24 hours around printed materials and power. Print the map and signage, charge laptops and card machines, test microphones and speakers, and label extension cords, power strips and cable reels before exhibitors arrive.

Frequently asked questions

How early should I start organising a home and living fair?: Start at least 12 weeks before the fair. Confirm the date and location first, then allow time for the floor plan, exhibitor contacts, registration, permits, insurance and supplier bookings.
When should exhibitors receive their stand numbers?: Send stand numbers and setup instructions at least 7 days before the event. This gives exhibitors time to check their space, request equipment and prepare materials for their assigned stall.
How many registration devices do I need for a home and living fair?: Plan one registration device or staffed check-in position for every 75 to 100 expected visitors arriving during the busiest hour. Add a printer or spare device if badges are printed on arrival.
When should I print the fair map and signage?: Finalise and print the map and main signage 2 to 3 days before the fair. Leave enough time to correct exhibitor names, stand numbers and programme details without rushing the setup.

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.