How to organise a hospitality trade fair

A hospitality trade fair depends on coordination more than decoration. Start with the date, opening hours and venue, then build the floor plan before inviting exhibitors so you know how many stands the hall can hold. Open visitor registration early, publish the programme and give exhibitors one clear deadline for badges, deliveries and technical needs. In the final week, confirm headcounts, catering, print materials and power so the event team is not solving basic problems at the registration desk.

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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 venue
3
Create the trade fair map
2 people
4
Invite exhibitors
2 people
5
Send visitor invitations
2 people
6
Open online registrations
7
Publish the fair program
8
Confirm catering arrangements
2 people
9
Confirm booth layout
2 people
10
Send exhibitor information
11
Process registrations
2 people
12
Collect dietary requirements
13
Send parking information
14
Collect badge details
2 people
15
Arrange deliveries with exhibitors
2 people
16
Place the print order
17
Check technical supplies
2 people
18
Create the staff schedule
2 people
19
Confirm final headcounts
20
Order groceries
2 people
21
Sort badges and wristbands
2 people
22
Pick up groceries
2 people
23
Check refrigerated products
2 people
24
Lay out print materials and badges
2 people
25
Bring materials to the venue
3 people
26
Clear the reception area
2 people
27
Tape off the stands
3 people
28
Set up tables and chairs
4 people
29
Build exhibitor stands
6 people
30
Lay power points and cables
3 people
31
Set up lighting
2 people
32
Set up registration desk
3 people
33
Hang up signage
2 people
34
Set up the presentation area
3 people
35
Set up coffee stations
3 people
36
Set up buffet and bar
4 people
37
Prepare snacks
5 people
38
Chill drinks
2 people
39
Label diet meals separately
2 people
40
Test the badge desk
2 people
41
Check fire safety
2 people
42
Carrying out the final cleaning
3 people

Event

43
Welcome exhibitors
3 people
44
Staff the registration desk
3 people
45
Welcome visitors
3 people
46
Hand out badges
2 people
47
Guide exhibitors to their booths
2 people
48
Serve coffee and tea
3 people
49
Serve snacks
4 people
50
Refill drinks
3 people
51
Restock the buffet
3 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Facilitate presentations
2 people
55
Operate technical equipment during presentations
56
Serve diet meals
2 people
57
Answer visitor questions
2 people
58
Collect exhibitor contact details
59
See off the last visitors
3 people

Aftercare

60
Have exhibitors dismantle their booths
6 people
61
Collect tableware and glassware
3 people
62
Package food safely
3 people
63
Switch off equipment
2 people
64
Put furniture back
4 people
65
Sort and remove waste
3 people
66
Clean the venue
4 people
67
Check for left-behind items
2 people
68
Return materials
3 people
69
Return rental items
2 people
70
Store unused groceries
2 people
71
Archive badge details
72
Register lost and found items
73
Share exhibitor photos
74
Send thank-you message

What to bring

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

Furniture

Trade fair systemsqty 20
Tablesqty 30
Folding chairsqty 120
Bar stoolsqty 20
Buffet tablesqty 6
Registration deskqty 2
Coat racksqty 3
Waste binsqty 12
Patio chairsqty 20

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Wine glassesqty 150
Beer glassesqty 150
Platesqty 200
Dessert platesqty 150
Cutlery setsqty 200
Serving spoonsqty 20
Serving plattersqty 30
Serving traysqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 4
Refrigeratorsqty 3
Coolersqty 6
Food warmersqty 8
Induction hobsqty 4
Extension cordsqty 12
Power stripsqty 15
Laptopsqty 3
Screensqty 3
Projectorsqty 2
Projection screensqty 2
Microphonesqty 3
Speakersqty 4

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 12
Serving spoonsqty 12
Coolersqty 4
Food thermometersqty 3
Food storage containersqty 30
Aluminum foilqty 6
Cling filmqty 6

Decorations

Stand signsqty 20
Tablecloth setsqty 20
Plantsqty 20
Menu standsqty 20
Name badge holdersqty 30
Wristbandsqty 250
Name badgesqty 250
Badge holdersqty 250
Directional signsqty 20
Program standsqty 8

Lighting

LED spotlightsqty 20
Mood lightingqty 10

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 30

Catering

Groceries

Tips

Create the floor plan before sending exhibitor invitations. Mark each trade fair system, table, chair and registration desk, then check walking routes, exits, catering access and available power before allocating stands.
Give exhibitors a single information deadline at least 10 days before opening. Collect badge details, delivery times, screens, laptops and extension-cord requirements together instead of chasing separate updates.
Open visitor registration early and process it continuously. Sort badges and wristbands before event day, and send parking information with the confirmation so the registration desk is not handling avoidable questions.
Confirm catering quantities after registration closes, then recheck the final headcount 48 hours before opening. Include separate requirements for coffee, tea, water, chilled products and food that must stay warm.
Treat setup as a timed delivery operation. Arrange exhibitor arrivals, bring print materials and badges to the venue, check refrigerated products and test coffee machines, screens, power strips and extension cords before doors open.

Frequently asked questions

How far in advance should I organise a hospitality trade fair?: Start venue and date planning at least 6 months before the fair. Aim to invite exhibitors 4 to 5 months ahead and open visitor registration no later than 8 weeks before opening.
When should exhibitors receive the final event information?: Send the main exhibitor pack at least 4 weeks before the fair. Set the deadline for badge details, deliveries and technical requirements 10 to 14 days before opening, then issue a final confirmation during the last week.
When should I order catering for a trade fair?: Collect dietary requirements while registrations are open and place the main order after registration closes. Confirm the final headcount 48 hours before the event, allowing time to adjust drinks, chilled products and warm food.
How long before opening should the venue setup start?: Allow at least 4 hours for a small fair and a full working day for a larger hall with many exhibitors. Complete power, screen, furniture and registration-desk checks at least 60 minutes before visitors arrive.

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.