How to organise a home and living fair

Start by fixing the date, opening hours and venue before inviting exhibitors. Once the hall is reserved, build the event around exhibitor registration, visitor sign-ups and a practical booth layout. Confirm stand numbers early, then arrange catering, drinks, signage and presentation equipment. The final week is for checking materials, sending reminders and preparing the reception desk, name badges and floor plan so setup does not become a last-minute scramble.

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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 date and opening hours
2 people
2
Reserve the venue and hall
3
Contact exhibitors
2 people
4
Open registration form
5
Send invitations
2 people
6
Process visitor registration
2 people
7
Confirm exhibitors
2 people
8
Collect dietary requirements
9
Create a floor plan of the booths
2 people
10
Assign stand numbers
2 people
11
Order catering
12
Purchase drinks and tableware
2 people
13
Prepare name badges
2 people
14
Create the program
2 people
15
Design signage
16
Print floor plan
17
Send exhibitor information
18
Send visitor confirmations
19
Do the shopping
2 people
20
Check materials
2 people
21
Remind exhibitors
22
Receive catering
2 people
23
Fill coolers
2 people
24
Sort name tags
2 people
25
Prepare the reception desk
2 people
26
Set up tables and chairs
4 people
27
Set up booth walls
4 people
28
Dress the standing tables
4 people
29
Display product samples
4 people
30
Connect lighting
2 people
31
Test sound equipment
2 people
32
Hang up signage
2 people
33
Set up the presentation table
2 people
34
Set up coffee station
2 people
35
Prepare the registration list
2 people
36
Carry out the final safety check
2 people

Event

37
Welcome exhibitors
3 people
38
Register visitors
3 people
39
Explain the program
40
Direct visitors to booths
2 people
41
Serve coffee and tea
2 people
42
Present snacks
2 people
43
Refill drinks
2 people
44
Collect used dishes
2 people
45
Guide presentation
2 people
46
Answer questions at the information desk
2 people
47
Restock supplies at the coffee point
48
Empty trash bins
2 people
49
Check toilets
50
Inform exhibitors about departure
51
Escort the last visitors
2 people

Aftercare

52
Guide stallholders during unloading
3 people
53
Pack product samples
4 people
54
Dismantle booth walls
4 people
55
Clear tables and chairs
4 people
56
Wash dishes
2 people
57
Sort and remove waste
2 people
58
Clean the hall and entrance
3 people
59
Switch off equipment
2 people
60
Return borrowed materials
2 people
61
Store leftover stock
2 people
62
Collect lost property
63
Archiving the visitor list
64
Send thank-you message
65
Update exhibitor details

What to bring

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

Furniture

Tablesqty 24
Chairsqty 90
Reception desk
Presentation tableqty 2
Stoolsqty 12
Tableclothsqty 24
Brochure racksqty 12
Waste binsqty 8

Equipment

Display wallsqty 24
Roll-up bannersqty 8
Projector
Projection screen
Laptopsqty 2
Printer
Handheld microphoneqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 10
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 100

Decorations

Plantsqty 16
Vasesqty 8
Table décorqty 24
Buntingqty 12
Photo backdrop
Backdrop for photo wall

Lighting

LED spotlightsqty 12
Atmosphere lightsqty 8
Light standsqty 4

Kitchen

Cutting boardsqty 4
Bread knivesqty 2
Serving spoonsqty 6
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 16
Serving traysqty 8
Storage binsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Laundry basketsqty 4

Registration

Name badge holdersqty 100
Pensqty 30
Clipboardsqty 6
Wristbandsqty 120
Information boardsqty 12
Printer paperqty 500
Bindersqty 6

Presentation

Flip chart
Flip chart sheets
Markersqty 12
Notice boardsqty 6
Measuring cupsqty 4
Sample binsqty 24
Measuring tapesqty 12
Spirit levelsqty 6
Color swatchesqty 24
Photo framesqty 12

Tools

Scissor setsqty 6
Utility knivesqty 4
Hammersqty 4
Screwdriver setsqty 4
Cable tiesqty 200
Duct tapeqty 8
Double-sided tapeqty 8
Cable tiesqty 100
Measuring tapeqty 4

Catering

Groceries

Tips

Set the date, opening hours and hall before contacting exhibitors. Allow at least 8 weeks for outreach, registration and follow-up, especially if exhibitors need time to prepare displays or brochures.
Close exhibitor registration before drawing the booth floor plan. Assign stand numbers only after you know how many tables, display walls, power points and presentation areas are required.
Send exhibitor information at least 7 days before opening. Include the stand number, arrival time, floor plan, access instructions and any rules for using extension cords, power strips or shared equipment.
Treat visitor registration and dietary requirements as separate deadlines. Send visitor confirmations 3 to 5 days before the fair, and give the caterer the final dietary count no later than 72 hours before delivery.
Prepare the reception desk the day before, not during opening setup. Sort name badges, print the floor plan, check the printer and signage, fill coolers, and test the microphone, speakers and projector before visitors arrive.

Frequently asked questions

How far in advance should I organise a home and living fair?: Start planning at least 8 to 12 weeks ahead. Reserve the venue first, then allow time for exhibitor contact, registration, booth planning, catering and visitor confirmations.
When should exhibitor registration close?: Close registration 2 to 3 weeks before the fair if possible. That gives you enough time to create the booth layout, assign stand numbers, confirm exhibitors and print the floor plan.
How much catering and drink should I order for a home and living fair?: Use the confirmed visitor and exhibitor count as your base and add roughly 10% for unexpected attendance. Finalise dietary requirements at least 72 hours before delivery, and chill drinks and fill coolers before opening.
When should I send information to exhibitors?: Send the first practical information at least 7 days before the event, then send a reminder 24 to 48 hours before setup. Include arrival times, stand numbers, the floor plan and equipment arrangements.

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.