How to organise a kitchen fair from first plan to opening

A kitchen fair combines exhibitors, live cooking and visitor catering, so the order of preparation matters. Start by fixing the date, opening hours and venue layout, then secure exhibitors before building the floor plan and programme. Work out power, cooking equipment and food quantities together rather than separately. In the final week, focus on badges, signage, printed maps, fresh groceries and getting every item to the venue in the right order.

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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
Confirm the venue and room layout
2 people
3
Contact exhibitors
2 people
4
Register exhibitors
2 people
5
Create the trade show floor plan
2 people
6
Assign pitch locations
2 people
7
Check permits
2 people
8
Confirm supplier agreements
2 people
9
Create cooking demo program
2 people
10
Prepare the cooking demos
3 people
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
2 people
14
Calculate catering quantities
2 people
15
Make reservations for materials
2 people
16
Send exhibitor information
2 people
17
Design signage
18
Prepare name badges
2 people
19
Print the map and program
2 people
20
Check the shopping list
2 people
21
Do non-perishable shopping
2 people
22
Buy fresh groceries
2 people
23
Chill drinks
2 people
24
Sort catering supplies
2 people
25
Bring materials to the venue
4 people
26
Set up entrance and cloakroom
2 people
27
Set up stand tables
4 people
28
Set out chairs and seating
3 people
29
Set up the cooking demo kitchen
4 people
30
Connect cooking equipment
3 people
31
Test the electrical connections
2 people
32
Mark exhibitor booths
2 people
33
Welcome exhibitors
3 people
34
Guide exhibitors to their booths
3 people
35
Hang up decorations
3 people
36
Set up signage
2 people
37
Set up registration desk
2 people
38
Set up the catering buffet
3 people
39
Set up the coffee and tea station
2 people
40
Set out ingredients for the cooking demo
2 people
41
Lay out crockery and cutlery
2 people
42
Conduct a safety check
2 people

Event

43
Staff the registration desk
2 people
44
Welcome visitors
3 people
45
Distribute program
2 people
46
Guide cooking demos
3 people
47
Serve tastings
3 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Restock buffet supplies
2 people
51
Collect used dishes
2 people
52
Wash dishes
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Support exhibitors
2 people
56
Inform last visitors
2 people
57
See visitors out
3 people

Aftercare

58
Turn off cooking equipment
2 people
59
Have exhibitors dismantle their booths
4 people
60
Dismantle booth materials
4 people
61
Put furniture back
4 people
62
Pack leftovers
2 people
63
Sort and remove waste
3 people
64
Clean the kitchen
3 people
65
Clean the room
3 people
66
Clean the restrooms
2 people
67
Gather borrowed materials
2 people
68
Count and check materials
2 people
69
Return materials
2 people

What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 10
Tableclothsqty 30

Equipment

Induction hobsqty 4
Combination microwave ovensqty 2
Refrigeratorsqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 10
Power stripsqty 10
Kitchen timersqty 4

Kitchen

Cutting boardsqty 8
Chef’s knives and paring knivesqty 12
Mixing bowlsqty 8
Measuring cupsqty 6
Measuring spoonsqty 6
Frying pansqty 4
Pansqty 6
Spatulasqty 8
Ladlesqty 8
Pliersqty 8
Whiskqty 4
Colandersqty 4
Baking dishesqty 4
Aluminum foilqty 4
Cling filmqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Drinking glassesqty 160
Wine glassesqty 80
Cutlery setsqty 140
Serving plattersqty 24
Serving tongsqty 16
Coffee spoonsqty 100

Decorations

Trade fair bannersqty 6
Decorative culinary herbsqty 12
Table décorqty 24
Name badgesqty 120
Badge holdersqty 120
Signage boardsqty 12
Chalkboardsqty 12
Table sign holdersqty 30

Lighting

LED light garlandsqty 8
LED spotlightsqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 8

Catering

Groceries

Tips

Confirm exhibitors before assigning pitch locations. Once registrations are in, place cooking demonstrations, registration, catering and visitor seating on the floor plan so busy areas do not block each other.
Treat power as part of the layout. Count induction hobs, combination microwave ovens, coffee machines and kettles, then match them with extension cords and power strips before setup day.
Build the cooking demo programme around preparation and reset time. Leave at least 15 minutes between demonstrations for cleaning cutting boards, knives, mixing bowls and other shared kitchen equipment.
Calculate catering after collecting registrations and dietary requirements. Buy non-perishable items first, schedule fresh groceries close to opening day, and chill drinks before visitors arrive.
Prepare visitor materials before the final setup: name badges, signage, printed maps and the programme should be ready before materials are brought to the venue. Keep a separate checklist for furniture, kitchen tools and food so nothing is left behind.

Frequently asked questions

How far in advance should I organise a kitchen fair?: Start at least 8 to 12 weeks before the fair. Use the first two weeks to confirm the venue, opening hours and exhibitors, then allow time for registrations, permits, supplier agreements and the cooking demo programme.
How do I plan the layout for a kitchen fair?: Create a floor plan after exhibitor registrations are confirmed, usually 4 to 6 weeks before opening. Mark pitch locations, cooking demonstrations, registration, catering, seating, coat racks and waste bins, then check visitor flow and power access.
How much food and drink do I need for a kitchen fair?: Base quantities on the number of confirmed visitors and exhibitors, plus the planned catering format. Finalise the calculation after registrations close, shop for non-perishables first, and buy fresh groceries 1 to 2 days before the fair.
When should I prepare the cooking demonstrations?: Finalise the programme 3 to 4 weeks before the event and test each demonstration at least once. On the day, allow at least 15 minutes between sessions for ingredient preparation, equipment checks and cleaning.

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