How to organise a metal fair

A metal fair runs smoothly when exhibitor logistics are settled before visitors arrive. Start by opening registration, confirming who is attending and collecting each exhibitor’s logo, dietary needs and power requirements. Then assign pitches, build the floor plan and send a manual with arrival, setup and safety information. In the final week, prepare badges, signs, booth numbers, printed materials and the registration table. On the day, label deliveries by booth and check the layout before opening.

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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
Invite exhibitors
2 people
2
Open the registration form
3
Process registrations
2 people
4
Collect dietary requirements
5
Assign pitch locations
2 people
6
Collect Exhibitor Logos
7
Assess power requirements
8
Create the trade show floor plan
2 people
9
Send the exhibitor manual
10
Order name badges
11
Design signage
12
Book catering
13
Reserve tables and chairs
14
Check exhibitor list
2 people
15
Have printed materials made
16
Do the shopping
2 people
17
Sort badges and wristbands
2 people
18
Prepare stand numbers
2 people
19
Confirm deliveries
20
Check escape routes
2 people
21
Prepare registration table
2 people
22
Receive materials
3 people
23
Label materials by booth
3 people
24
Chill drinks
2 people
25
Lay out presentation materials
2 people
26
Charge equipment

Event

27
Open venue
2 people
28
Unload materials
4 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Set up exhibition walls
4 people
32
Hang up stand numbers
2 people
33
Hang up signage
2 people
34
Set up registration desk
2 people
35
Set up coffee station
2 people
36
Prepare catering
3 people
37
Connect power supply
2 people
38
Tape down cables
2 people
39
Welcome exhibitors
3 people
40
Set up booths for use
6 people
41
Carry out opening check
2 people
42
Register visitors
4 people
43
Guide visitors around
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Check sanitary facilities
49
Check stock
50
Support exhibitors
2 people
51
Inform last visitors
2 people
52
Have exhibitors dismantle their booths
4 people

Aftercare

53
Collect used materials
4 people
54
Stack tables and chairs
3 people
55
Wash dishes
3 people
56
Dispose of waste
2 people
57
Clean the venue
3 people
58
Check stand materials
2 people
59
Gather borrowed items
2 people
60
Return materials
3 people
61
Send Exhibitor Materials Afterward

What to bring

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

Furniture

Tablesqty 20
Chairsqty 60
High tablesqty 6
Display countersqty 12
Coat racksqty 2
Waste binsqty 8

Equipment

Laptopqty 2
Tabletsqty 3
Label printer
Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 10
USB chargersqty 6
Flashlightsqty 4

Decorations

Trade show bannerqty 2
Display wallsqty 12
Booth numbersqty 30
Directional signsqty 12
Logo panelsqty 20
Tableclothsqty 20
Pen holdersqty 20

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 8

Kitchen

Coffee thermosesqty 6
Water jugsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Small bowlsqty 20
Serving spoonsqty 6

Registration

Clipboardsqty 6
Badge holdersqty 220
Wristbandsqty 220
Cash drawersqty 2
Pen setsqty 20
Information binsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Work glovesqty 12
Warning tapeqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning carts

Catering

Groceries

Tips

Set an exhibitor deadline at least 3 weeks before the fair. You need the final list to assign pitch locations, check power demand and produce badges, signs and printed materials without last-minute changes.
Ask exhibitors for power requirements during registration, not on arrival. Add every request to the floor plan and keep power strips, extension cords and cable mats ready for the approved setup.
Send the exhibitor manual 7–10 days before the event. Include arrival time, booth dimensions, unloading instructions, registration details, catering information and the deadline for logo files.
Prepare the registration table the day before opening. Sort badges and wristbands alphabetically, place the laptop or tablets ready for check-in, and keep spare pens, chargers and a printed exhibitor list nearby.
Receive and label materials by booth as deliveries arrive. Check them against the exhibitor list, place booth numbers before setup begins and chill drinks early enough to avoid queues when doors open.

Frequently asked questions

How far in advance should I organise a metal fair?: Start at least 8–12 weeks before the event. Open exhibitor registration early, then use the final 3 weeks to confirm pitches, power needs, catering numbers and printed materials.
When should exhibitors receive the metal fair manual?: Send it 7–10 days before the fair, once the floor plan and arrival details are stable. Include setup times, booth numbers, unloading instructions, safety rules and contact information.
How do I plan power for a metal fair?: Collect power requirements during registration and review them at least 2 weeks before the event. Mark power points on the floor plan and check extension cords, power strips and cable mats before setup.
When should I prepare badges and booth numbers?: Finalise the exhibitor list 5–7 days before opening and prepare badges, wristbands and booth numbers immediately afterwards. Keep a small set of blank badges for late corrections or replacements.

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.