How to organise a mortgage fair

A mortgage fair works best when visitors can quickly find the right lender, adviser or housing specialist and still have time to ask questions. Start by securing the date and venue, then build the exhibitor and speaker programme before opening registration. The practical work follows: map the booths, collect dietary requirements, arrange catering and equipment, and prepare visitor information. Most delays happen when exhibitor needs, power access, parking details or printed materials are left until the final week.

Organize this event for free with Lizzt

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
Invite exhibitors
2 people
3
Confirm speakers
4
Compile program
2 people
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Create the booth layout
2 people
10
Order catering
11
Reserve equipment
12
Create parking information
13
Design signage
14
Prepare name badges
2 people
15
Print the visitor list
16
Inform exhibitors
17
Check materials
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare documents

Event

21
Open venue
2 people
22
Receive deliveries
2 people
23
Set up standing tables
4 people
24
Set up chairs
3 people
25
Set up registration desk
2 people
26
Set up the seminar room
3 people
27
Connect presentations
2 people
28
Test microphones
2 people
29
Distribute stand materials
2 people
30
Hang up signage
2 people
31
Build the catering buffet
3 people
32
Set out coffee and tea
2 people
33
Brief the registration team
2 people
34
Welcome exhibitors
3 people
35
Do final safety check
2 people
36
Open the doors
3 people
37
Register visitors
4 people
38
Hand out name badges
2 people
39
Direct visitors to booths
2 people
40
Hand out information
2 people
41
Serve coffee and tea
2 people
42
Refill drinks
2 people
43
Refill snacks
2 people
44
Announce the seminar
45
Assist the speaker
46
Moderate the Q&A
47
Announce second seminar
48
Assist second speaker
49
Reset seminar room
2 people
50
Collect contact details
2 people
51
Incident reporting
52
Inform last visitors
2 people
53
Wave goodbye to visitors
3 people
54
Check out exhibitors
2 people

Aftercare

55
Switch off equipment
2 people
56
Collect stand materials
4 people
57
Dismantle tables and chairs
4 people
58
Chill leftover catering
2 people
59
Collect waste
3 people
60
Wash dishes
2 people
61
Clean the venue
3 people
62
Remove signage
2 people
63
Return rental items
2 people
64
Call Exhibitors Back
65
Archive attendance list
66
Process lost and found items

What to bring

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

Furniture

Standing tablesqty 20
Visitor chairsqty 120
Bar stoolsqty 12
Registration deskqty 2
Lounge chairsqty 8
Clothes racksqty 2
Waste binsqty 8
Brochure racksqty 12
Coolersqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Wi-Fi router
Presentation clickerqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Small bowlsqty 12
Pliersqty 8

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150

Decorations

Backdropsqty 20
Tableclothsqty 24
Name badgesqty 150
Name badge holdersqty 150
Directional signsqty 16
Program standsqty 6
Ballpoint pensqty 80
Notepadsqty 80
Clipboardsqty 8
Rolls of tapeqty 10
Scissorsqty 6
Cable tiesqty 100
Table numbersqty 20

Lighting

LED lampsqty 12
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm exhibitors and speakers before sending invitations. Give each participant a clear deadline for biographies, presentation files, logo material and any equipment they need at their booth.
Create the registration form around the visitor experience. Ask for contact details, attendance time if relevant and dietary requirements, then process registrations regularly instead of leaving the list until the last few days.
Draw the booth layout before ordering furniture and equipment. Check that standing tables, chairs, brochure racks, screens, laptops and charging points fit without blocking registration, talks or visitor flow.
Prepare the event information at least 5 days before opening registration. Include parking instructions, the programme, venue access and contact details, and use matching signage and name badges on the day.
Use the final 24 hours for checks rather than planning. Chill drinks, print the visitor list, prepare documents, test microphones, projectors, Wi-Fi and extension cords, and confirm every delivery before the venue opens.

Frequently asked questions

How far in advance should I organise a mortgage fair?: Start at least 8 to 12 weeks ahead if the fair includes several exhibitors and speakers. Fix the date and venue first, then allow 4 to 6 weeks for invitations, registrations and programme planning.
When should I send invitations for a mortgage fair?: Send the first invitations about 6 weeks before the event, once the main exhibitors and speakers are confirmed. Send a reminder 10 to 14 days before the fair and process registrations continuously.
What equipment do I need for a mortgage fair?: Plan equipment per booth and per presentation area: laptops or tablets, screens, microphones, speakers, a projector, a presentation clicker, power strips, extension cords and charging stations. Test all presentation and Wi-Fi equipment at least 1 day before the event.
When should catering and dietary requirements be finalised?: Collect dietary requirements through the registration form and give the caterer a final number 5 to 7 days before the fair. Order drinks, coffee supplies and serving items at the same time, then chill drinks on the day before or early on the event day.

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 Lizzt

Organize for free and invite your contacts!