How to organise a model exhibition
Start by fixing the date and programme, then build the event around registration, exhibitor requirements and the floor plan. Give participants clear terms, deadlines and practical information before they arrive. The layout must leave enough room for tables, display cases, barriers and visitor movement, while power and lighting need checking before setup day. Use the final week to confirm exhibitors, judges, volunteers, prizes, signage and exhibition materials rather than trying to solve them at the venue.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Draft participant terms and conditions
2 people
- 3
Publish registration form
- 4
Send invitations
2 people
- 5
Post promotion on social media
- 6
Distribute posters
2 people
- 7
Process registrations
2 people
- 8
Collect dietary requirements
- 9
Check participant list
2 people
- 10
Assign exhibitors
2 people
- 11
Confirm reservations
- 12
Create a floor plan of the booths
2 people
- 13
Assign volunteers
2 people
- 14
Check insurance details
- 15
Send exhibitor information
- 16
Determine race categories
2 people
- 17
Confirm judges
- 18
Prepare prize categories
2 people
- 19
Make name badges
2 people
- 20
Print stand numbers
- 21
Print route signs
- 22
Print program flyers
2 people
- 23
Sort wristbands
- 24
Prepare prizes and certificates
2 people
- 25
Check exhibition materials
3 people
- 26
Test the lighting
2 people
- 27
Test sound equipment
2 people
- 28
Check the shopping list
2 people
- 29
Do the shopping
3 people
- 30
Chill drinks
2 people
- 31
Setting up shelf-stable catering
2 people
- 32
Bring materials to the venue
4 people
- 33
Open venue
2 people
- 34
Check entrances and emergency exits
2 people
- 35
Set up tables and chairs
6 people
- 36
Apply stand numbers
3 people
- 37
Set up the exhibitor desk
2 people
- 38
Set up competition table
2 people
- 39
Set up the catering buffet
3 people
- 40
Hang lighting
3 people
- 41
Connect the sound system
2 people
- 42
Place route signs
2 people
- 43
Place waste bins
2 people
- 44
Set up the information table
2 people
- 45
Welcome exhibitors
4 people
- 46
Set up the models safely
6 people
- 47
Post model descriptions
3 people
- 48
Register competition models
2 people
- 49
Brief volunteers
2 people
- 50
Test the cash register and card terminal
2 people
Event
- 51
Open the public entrance
3 people
- 52
Register visitors
3 people
- 53
Collect entrance fees
2 people
- 54
Distribute program
2 people
- 55
Guide visitors around
3 people
- 56
Support exhibitors
2 people
- 57
Guide demonstrations
2 people
- 58
Staff the photo booth
- 59
Serve coffee and tea
2 people
- 60
Serve snacks
2 people
- 61
Refill drinks
2 people
- 62
Keep buffet clean
- 63
Check toilets
- 64
Empty trash bins
2 people
- 65
Provide jury briefing
2 people
- 66
Judge the competition
4 people
- 67
Announce the winners
2 people
- 68
Present prizes
3 people
- 69
Inform last visitors
2 people
- 70
Close the public entrance
2 people
Aftercare
- 71
Pack the models safely
6 people
- 72
Check out exhibitors
3 people
- 73
Clean up catering
3 people
- 74
Wash dishes
2 people
- 75
Collect waste
3 people
- 76
Take down tables and chairs
5 people
- 77
Remove decorations
3 people
- 78
Disconnect equipment
2 people
- 79
Clean the venue
5 people
- 80
Collect lost and found items
- 81
Lock up the venue
2 people
- 82
Return materials
3 people
- 83
Return borrowed items
2 people
- 84
Share photos with participants
- 85
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 24
- Chairsqty 45
- Bar stoolsqty 6
- Foldable tablesqty 4
- Tableclothsqty 24
- High tablesqty 4
Equipment
- Laptopqty 2
- Printer
- Payment terminal
- Cash drawer
- Speakersqty 2
- Microphone
- Extension cordsqty 10
- Power stripsqty 12
- USB sticksqty 4
- Paper shredder
Lighting
- LED work lightsqty 8
- Table lampsqty 12
- String lightsqty 6
- Cable matsqty 10
Exhibition
- Display casesqty 6
- Model standsqty 30
- Barrier fencesqty 12
- Acrylic sheetsqty 20
- Model protective coversqty 20
- Turntablesqty 8
- Diorama boardsqty 20
- Race numbersqty 40
- Information signsqty 40
- Rope barrierqty 8
Registration
- Clipboardsqty 6
- Name badgesqty 80
- Wristbandsqty 250
- Clipboard boardsqty 4
- Pen setsqty 10
- Cash box
- Stampqty 2
- Lanyardsqty 30
Decorations
- Balloonsqty 100
- Buntingqty 8
- Directional signsqty 20
- Roll-up bannersqty 3
- Sticky tackqty 6
- Painter's tapeqty 10
- Double-sided tapeqty 6
- Cable tiesqty 200
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Platesqty 100
- Cutlery setsqty 100
- Serving bowlsqty 12
- Serving plattersqty 12
- Coffee potsqty 4
- Thermos flasksqty 6
- Pitcherqty 4
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Ice cube traysqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 6
- Serving spoonsqty 6
- Bottle openersqty 3
- Washing-up tubsqty 3
- Thermos cupsqty 4
Cleaning
- Broom setsqty 3
- Floor mopsqty 3
- Bucketsqty 4
- Dustpan and brushqty 3
- Cleaning cart
- Microfiber clothsqty 20
- Hand broomsqty 4
Safety
- Cable rampsqty 8
- Non-slip matsqty 12
- Flashlightsqty 4
- Work glovesqty 12
- Safety scissorsqty 4
Transport
- Transport cartsqty 4
- Moving blanketsqty 20
- Plastic containersqty 30
- Ratchet strapsqty 12
- Bubble wrapqty 4
Catering
- Groceries
Tips
- Set registration and exhibitor deadlines at least 2–3 weeks before the exhibition. Use the final participant list to assign booths, collect dietary requirements and send each exhibitor their arrival and setup information.
- Draw the booth floor plan before printing stand numbers or route signs. Mark tables, display cases, barriers and visitor routes, then check that extension cords and power strips will not cross walkways.
- Confirm judges and prize categories no later than 7 days before opening. Prepare certificates and prizes in labelled groups so the presentation does not depend on finding items during the event.
- Test the practical equipment during setup, including the printer, payment terminal, cash drawer, microphone and speakers. Bring USB sticks with the programme and backup files, and keep paper copies available if technology fails.
- Inspect models and protective equipment before doors open. Check model stands, acrylic sheets, covers, turntables, diorama boards and information signs, then use cable mats wherever lighting or audio cables run through public areas.
Frequently asked questions
- How early should I start organising a model exhibition?
- Begin at least 8–12 weeks before the exhibition. Set the date and programme first, then allow time for participant terms, registration, invitations, booth assignments and equipment reservations.
- When should model exhibition registration close?
- Close registration 2–3 weeks before opening if you need to assign exhibitors and create a detailed booth plan. Keep the final week for checking the participant list, sending information and resolving missing details.
- How do I plan the layout for a model exhibition?
- Create the floor plan 1–2 weeks before the event, once registrations are nearly complete. Place booths and display cases first, then add visitor routes, rope barriers, signs, power points and enough space for volunteers to move safely.
- When should I confirm judges and prepare prizes?
- Confirm judges and prize categories at least 7 days before the exhibition. Sort prizes and certificates by category before setup day, and prepare a printed list so results can be recorded without relying on a laptop.
Plans a lot like this one
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.
Organize this event for free with LizztOrganize for free and invite your contacts!