How to organise a maritime fair without last-minute problems

A maritime fair needs more than a row of exhibitor tables. You have to coordinate registrations, booth sizes, visitor flow, equipment, catering and the practical details exhibitors often ask about days before opening. Start by fixing the date and participant profile, then build the floor plan before confirming exhibitors. Work backwards from opening time so printing, permits, insurance, furniture, power and coffee service are ready when the first visitors arrive.

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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 the trade fair date
2 people
2
Define the participant profile
2 people
3
Create the trade show floor plan
2 people
4
Contact exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Distribute promotional poster
2 people
8
Process registrations
2 people
9
Confirm exhibitors
2 people
10
Collect dietary requirements
11
Send out the booth layout
12
Prepare name badges
2 people
13
Create the program
2 people
14
Design signage
15
Create information boards
2 people
16
Have printed materials made
17
Book catering
18
Plan the coffee service
19
Reserve tables and chairs
20
Reserve cooling facilities
21
Check permits
22
Check insurance details
23
Print contact list
24
Email exhibitor instructions
25
Check the shopping list
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Sort name badges
2 people
29
Prepare materials
3 people
30
Check the exhibition hall
2 people
31
Set up tables
4 people
32
Set up chairs
3 people
33
Apply stand numbers
2 people
34
Hang up signage
2 people
35
Set up registration desk
2 people
36
Set up the catering table
2 people
37
Prepare coffee and tea
2 people

Event

38
Welcome exhibitors
3 people
39
Direct exhibitors to their stands
2 people
40
Staff the registration desk
2 people
41
Register visitors
2 people
42
Distribute program
43
Inform visitors
2 people
44
Support exhibitors
2 people
45
Serve coffee and tea
2 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Check stock
51
Restock break supplies
52
Serve evening catering
3 people
53
Inform last visitors
2 people
54
Check out exhibitors
2 people
55
Collect lost property

Aftercare

56
Dismantle stand materials
4 people
57
Clear tables and chairs
4 people
58
Remove decorations
2 people
59
Collect waste
3 people
60
Wash dishes
2 people
61
Clean the catering area
2 people
62
Clean the exhibition hall
3 people
63
Check materials
2 people
64
Return borrowed items
2 people
65
Clear away leftover catering
2 people
66
Register lost and found items
67
Thank exhibitors
68
Send visitor email

What to bring

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

Furniture

Fair countersqty 3
Standing tablesqty 24
Folding chairsqty 80
Bar stoolsqty 12
Tableclothsqty 30
Brochure racksqty 12
Waste binsqty 10

Equipment

Laptopsqty 3
Tabletsqty 3
Card machinesqty 3
Extension cordsqty 12
Power stripsqty 12
USB chargersqty 8
Power banksqty 6
Handheld microphonesqty 2
Presentation screensqty 2
Laptop speakersqty 2
Cable reelsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Cooling matsqty 12

Decorations

Maritime flagsqty 12
Buntingqty 8
Decorative ropesqty 6
Ship wheel decorationsqty 4
Anchor decorationsqty 6
Table decorationsqty 24
Stand number signsqty 30
Information boardsqty 10

Lighting

LED string lightsqty 10
LED work lightsqty 8
Battery lanternsqty 6

Cleaning

Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the floor plan before you confirm every exhibitor. Allow space for fair counters, brochure racks, standing tables and visitor movement, then send each exhibitor their booth position and setup instructions.
Give exhibitors a clear registration deadline at least 3 weeks before the fair. Use the responses to confirm names, dietary requirements, equipment needs and the final participant list instead of chasing missing information during setup.
Check permits and insurance details no later than 4 weeks before opening day. A maritime fair may involve signage, presentations, catering and temporary installations, so keep the relevant contact details and approvals together.
Plan power and presentation equipment per booth, not just for the room. Count laptops, tablets, card machines, screens and microphones, then add extension cords, power strips, cable reels and USB chargers where visitors cannot trip over cables.
Set the coffee service around the programme and expected attendance. For a busy first hour, prepare roughly 2 to 3 drinks per person, and confirm coffee machines, kettles, thermos flasks, cups, coolers and waste bins before delivery day.

Frequently asked questions

How far in advance should I organise a maritime fair?: Start planning at least 8 to 12 weeks before the fair. Fix the date and participant profile first, contact exhibitors next, and aim to have registrations and the floor plan substantially confirmed 3 to 4 weeks before opening.
When should exhibitors receive their booth layout?: Send the booth layout at least 10 days before the fair, preferably 2 weeks ahead. Include arrival time, booth position, available furniture, power arrangements, presentation details and the deadline for any final changes.
How many coffee servings do I need for a maritime fair?: For the first hour, plan on about 2 to 3 drinks per person, then adjust for the length of the programme. Add a buffer of around 10% and check that the number of coffee machines, kettles and thermos flasks can handle the expected rush.
When should I print badges, signs and information boards?: Prepare the final names and programme at least 7 days before the event, then send badges, signs and information boards to print. Keep one spare set of blank badges and directional signs for late registrations or last-minute changes.

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.