How to organise a machine construction trade fair

Start with the venue, date and floor plan before inviting exhibitors. A machine construction trade fair needs more than booth space: demo machines, technical connections, safe cable routing, registration and timed talks all affect the layout. Build the exhibitor list early, collect equipment and power requirements with each registration, then confirm every detail before printing badges and signage. The final week should be reserved for checking deliveries, testing presentations and preparing the registration desk—not for solving missing 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
Compile exhibitor list
2 people
4
Invite exhibitors
2 people
5
Assign Booth Space
2 people
6
Publish registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect exhibitor information
2 people
11
Plan the schedule and talks
2 people
12
Make reservations
13
Order catering
2 people
14
Prepare print files
2 people
15
Design signage
16
Prepare name badges
2 people
17
Order badges and wristbands
18
Check technical requirements
2 people
19
Prepare safety instructions
2 people
20
Confirm exhibitors
2 people
21
Close visitor registration
22
Print participant list
23
Sort badges
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Setting up shelf-stable catering
2 people
27
Bring materials to the venue
4 people
28
Set up registration desk
2 people
29
Set up exhibition walls
4 people
30
Set up tables and chairs
4 people
31
Hang up stand numbers
2 people
32
Set up signage
2 people
33
Set up exhibitor counters
4 people
34
Check demo setups
4 people
35
Lay out power cables safely
3 people
36
Set up safety barriers
3 people
37
Set up coffee station
2 people
38
Set up the catering buffet
3 people
39
Test presentation equipment
2 people
40
Carry out test registration
2 people
41
Briefing for reception team
3 people
42
Brief the security team
3 people

Event

43
Open the entrance
3 people
44
Register visitors
4 people
45
Hand out badges
2 people
46
Direct visitors to booths
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Refill buffet
2 people
51
Empty trash bins
2 people
52
Check toilets
2 people
53
Announce the lectures
54
Facilitate presentations
2 people
55
Resolve technical issues
2 people
56
Carry out safety checks
2 people
57
Support exhibitors
2 people
58
Inform last visitors
2 people
59
See visitors out
3 people
60
Check out exhibitors
2 people

Aftercare

61
Clean up catering
3 people
62
Wash dishes
2 people
63
Dismantle booth materials
4 people
64
Switch off demo equipment
3 people
65
Collect cables
3 people
66
Put furniture back
4 people
67
Sort and remove waste
3 people
68
Clean the venue
3 people
69
Inventory materials
2 people
70
Return rental items
2 people
71
Store leftover catering
2 people
72
Register lost and found items
73
Archive participant details
74
Send thank-you message
2 people
75
Collect invoices and receipts
76
Record damage and loss
2 people

What to bring

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

Furniture

Display wallsqty 20
Display tablesqty 20
Trade fair tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Buffet tablesqty 4
Waste binsqty 12
Clothes racksqty 2
Transport cartsqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 6
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Microphonesqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 20
Power stripsqty 20
Cable matsqty 20
USB sticksqty 10
Demo machinesqty 4
Tool casesqty 4
Safety barriersqty 12

Lighting

LED floor lampsqty 20
Desk lampsqty 8

Decorations

Company bannersqty 12
Roll-up bannersqty 10
Stand number signsqty 20
Signage boardsqty 16
Program postersqty 10
Information leafletsqty 500
Display racksqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Cooling racksqty 4
Food containersqty 12
Food warmersqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 6
Vacuum cleanersqty 2
Hand broomsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Draw the trade fair floor plan before assigning booths. Leave clear routes for visitors, transport carts and safety barriers, and mark where demo machines, display walls, tables and power points will go.
Ask exhibitors for machine dimensions, electrical requirements and technical needs when they register. Confirm these details at least 14 days before the fair so the layout and extension-cord plan can still be changed.
Close visitor registration several days before opening and print the participant list before event day. Sort name badges in advance, while keeping a small supply of blank badges and a printer at the registration desk.
Schedule talks around demonstrations instead of treating them as separate activities. Test laptops, screens, projectors, microphones and portable speakers at least one day before visitors arrive, including every presentation on a USB stick.
Order catering only after collecting dietary requirements, and plan drinks for the actual opening hours. Set up coffee machines, kettles, coolers, buffet tables and waste bins before registration opens; chilling drinks is easy to overlook until the first guests arrive.

Frequently asked questions

How early should I start organising a machine construction trade fair?: Start at least 12 weeks before the fair. Confirm the date and venue first, then allow time for the floor plan, exhibitor invitations, registration, technical checks, catering and printed materials.
When should exhibitors confirm their booth requirements?: Collect booth dimensions, demo-machine details, power needs and presentation requirements during registration, then request final confirmation at least 14 days before the event. This gives you time to adjust booth assignments and safety routes.
When should I close visitor registration for a trade fair?: Close registration several days before opening, preferably 3 to 5 days in advance. Print the participant list and sort badges before event day, while leaving time to handle late registrations manually.
How do I plan safety for machine demonstrations at a trade fair?: Define demonstration zones on the floor plan and check barriers, cable mats and power strips before setup. Complete the safety instructions and a technical walk-through at least one day 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.