How to organise a horticulture fair

Start by fixing the date and venue, then build the fair around exhibitor needs rather than leaving the layout until the last week. A clear map, numbered stands and one shared information pack prevent most questions on the day. Open visitor registration early, record dietary requirements and confirm every exhibitor before you print badges or labels. In the final 48 hours, check access, weather, power and the coffee setup, then brief the team on opening times and responsibilities.

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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
Set the trade fair date
2 people
3
Create the trade fair map
2 people
4
Invite exhibitors
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm exhibitors
2 people
10
Assign stand numbers
2 people
11
Send exhibitor information
2 people
12
Check reservations
13
Finalize the program
2 people
14
Send visitor email
2 people
15
Prepare name badges
2 people
16
Print booth labels
17
Check the route directions
18
Check the weather forecast
19
Do the shopping
3 people
20
Collect materials
3 people
21
Deliver plants and materials
4 people
22
Fill coolers
2 people
23
Set up the coffee corner
2 people
24
Brief the setup team
2 people
25
Open venue
2 people
26
Cordon off the loading and unloading area
2 people
27
Set up tables and chairs
4 people
28
Build stage walls
4 people
29
Distribute power outlets
2 people
30
Hang lighting
2 people
31
Hang up stand numbers
2 people
32
Set up exhibitor tables
4 people
33
Set up demonstration tables
3 people
34
Distribute plants per booth
5 people
35
Set up signage
2 people
36
Set up registration desk
2 people
37
Set out coffee and tea
2 people
38
Prepare snacks
3 people
39
Check toilets
40
Place waste stations
2 people
41
Conduct a safety check
2 people
42
Hold team briefing
4 people

Event

43
Staff the registration desk
2 people
44
Welcome exhibitors
3 people
45
Welcome visitors
3 people
46
Explain the program
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Lead the workshops
3 people
50
Guide demonstrations
3 people
51
Refill drinks
2 people
52
Restock booth supplies
2 people
53
Empty waste stations
2 people
54
Check toilets periodically
55
Serve diet meals
2 people
56
Answer visitor questions
2 people
57
Inform last visitors
2 people
58
Have exhibitors dismantle their booths
3 people
59
Guide visitors to the exit
2 people

Aftercare

60
Collect exhibitor materials
4 people
61
Distribute returned plants
4 people
62
Dismantle booth walls
4 people
63
Put furniture back
4 people
64
Sort materials
3 people
65
Wash dishes
3 people
66
Empty coolers
2 people
67
Dispose of waste
3 people
68
Clean the venue
4 people
69
Remove decorations
2 people
70
Remove lighting
2 people
71
Return borrowed items
2 people
72
Store leftover materials
2 people
73
Handle lost property
74
Send thank-you message

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Standing tablesqty 24
Display wallsqty 24
Clothes racksqty 6
Bollardsqty 12
Party tentsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 4
Extension cordsqty 12
Power stripsqty 12
Hand trucksqty 4
Projector
Projection screen
Microphone

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 4
Thermos flasksqty 8
Water jugsqty 8
Cooling matsqty 8

Decorations

Plant displaysqty 12
Flower potsqty 40
Wooden cratesqty 30
Tableclothsqty 24
Buntingqty 8
Chalkboardsqty 12
Information boardsqty 10
Badge holdersqty 120

Lighting

LED string lightsqty 10
LED work lightsqty 8
Battery lampsqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Book the venue and set the date before inviting exhibitors. Allow at least 8–12 weeks for a fair with multiple exhibitors, so you have time to process registrations and confirm stand requirements.
Create the floor plan before assigning stand numbers. Mark display walls, tables, chairs, power points, party tents and the visitor route, then send the map with the exhibitor information.
Close or review exhibitor registrations at least 10 days before the fair. Use the final list to prepare name badges, booth labels, dietary information and a programme without last-minute corrections.
Check practical access 48 hours before opening: route directions, unloading space, hand trucks, extension cords, power strips and weather protection. Plants and display materials should arrive early enough to be placed without blocking visitor routes.
Set up the coffee corner as a separate workstream. Test coffee machines and kettles, fill coolers and refrigerators, and count reusable cups, coffee cups, glasses, plates, cutlery and serving trays before the setup team arrives.

Frequently asked questions

How far in advance should you organise a horticulture fair?: Allow 8–12 weeks for a small or medium horticulture fair. That gives you time to reserve the venue, invite exhibitors, process registrations, finalise the map and send visitor and exhibitor information.
When should exhibitor registrations close?: Close registrations or set a firm confirmation deadline about 10 days before the fair. Use the final numbers to assign stands, print booth labels and name badges, and collect dietary requirements.
What should I check the day before a horticulture fair?: Check the weather forecast, route directions, venue access, power supply and unloading arrangements the day before. Also confirm that plants and materials, furniture, signage and coffee supplies are ready for setup.
How do you plan the layout of a horticulture fair?: Draw the map before assigning stand numbers, including exhibitor spaces, display walls, tables, seating, power points and the visitor route. Leave clear access for hand trucks and deliveries, and send the finished map with the exhibitor briefing.

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.