How to organise a Music Industry Fair

Start with the date, venue and exhibitor list, then build the fair around the time exhibitors need to register, set up and demonstrate their work. Confirm the booth layout before reserving furniture and technical equipment, so tables, screens, speakers and power supplies match the floor plan. Visitor registration, badges, catering and parking information should be ready before invitations go out. In the final week, focus on deliveries, stock, cable safety, escape routes and the registration desk.

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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 fair date and location
2 people
2
Compile exhibitor list
2 people
3
Invite exhibitors
2 people
4
Send visitor invitations
2 people
5
Publish registration form
6
Distribute promotional materials
2 people
7
Process exhibitor registrations
2 people
8
Collect dietary requirements
9
Create the booth layout
2 people
10
Send the exhibitor briefing
2 people
11
Book catering
12
Reserve furniture
13
Reserve technical and demo equipment
2 people
14
Check permits and house rules
15
Reserve security and supervision
16
Publish program and demos
2 people
17
Invite the press and trade media
2 people
18
Check badge details
2 people
19
Prepare name badges
2 people
20
Send route and parking information
21
Check stock and deliveries
2 people
22
Do the shopping
2 people
23
Bring materials to the venue
3 people
24
Check the venue and escape routes
2 people
25
Set up the registration desk
3 people
26
Mark out booth space
3 people
27
Set up tables and chairs
4 people
28
Build exhibitor stands
6 people
29
Hang up signage
2 people
30
Set up decorations and banners
3 people
31
Connect demo equipment
4 people
32
Test microphones and speakers
2 people
33
Check the lighting
2 people
34
Set up the catering buffet
3 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Lay out badges and program
2 people
38
Check toilets and waste points
2 people
39
Welcome exhibitors
3 people
40
Carry out booth checks
3 people
41
Hold team briefing
6 people

Event

42
Open the doors
3 people
43
Register visitors
4 people
44
Issue badges
3 people
45
Assist exhibitors
3 people
46
Direct visitors to booths
2 people
47
Provide technical support for demos
3 people
48
Announce program items
49
Serve coffee and tea
2 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Keep buffet and tables clean
2 people
53
Empty waste stations
2 people
54
Check toilets periodically
55
Welcome press and media
2 people
56
Collect lead contact details
2 people
57
Answer visitor questions
2 people
58
Register lost property
59
Escort the last visitors
3 people
60
Close doors
2 people

Aftercare

61
Have exhibitors unload
4 people
62
Turn Off Demo Equipment
3 people
63
Pack leftover catering
2 people
64
Collect tableware
3 people
65
Dispose of waste
3 people
66
Dismantle tables and chairs
4 people
67
Remove banners and decorations
3 people
68
Clean the venue
4 people
69
Clean the floor and sanitary areas
3 people
70
Return materials
3 people
71
Return rented equipment
2 people
72
Remove empty packaging
2 people
73
Hand over lost and found items
74
Send thank-you messages
2 people
75
Check invoices and deposit

What to bring

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

Furniture

Trade fair tablesqty 30
Folding chairsqty 80
Bar stoolsqty 20
Registration desksqty 3
Lounge sofasqty 6
Lounge tablesqty 6
Clothes racksqty 4
Waste binsqty 12

Equipment

Laptop for registrationqty 3
Badge printersqty 2
Barcode scannersqty 3
Screensqty 8
Projectorsqty 3
Projection screensqty 3
Speakersqty 6
Microphonesqty 4
Mixing consolesqty 2
DI boxesqty 6
Headphonesqty 12
Music standsqty 8
Power stripsqty 30
Extension cordsqty 24
HDMI cablesqty 12
Audio cablesqty 20
USB cablesqty 20
Cable traysqty 20
Cable tiesqty 200
Presentation clickersqty 4
Mobile chargersqty 8
Wi-Fi boostersqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Serving plattersqty 20
Serving trays with lidsqty 8

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Ice cube traysqty 8
Buffet tableclothsqty 12
Serving boardsqty 12
Bottle openersqty 6
Corkscrewsqty 4

Decorations

Trade show bannersqty 8
Backdropsqty 20
Directional signsqty 16
Program standsqty 8
Name badge holdersqty 40
Tableclothsqty 30
Plantsqty 20
Badge holdersqty 1000
Lanyardsqty 1000

Lighting

LED spotlightsqty 16
Mood lightingqty 12
Battery lampsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Food containersqty 12
Serving utensilsqty 16

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Toilet brushesqty 4
Trash grabbersqty 3
Trash bag holdersqty 12

Organization

Clipboardsqty 12
Pensqty 100
Permanent markersqty 24
Notepadsqty 40
Rolls of tapeqty 12
Double-sided tapeqty 8
Scissor setsqty 6
Staplersqty 4
Staplesqty 8
Badge holdersqty 1000
Wristbandsqty 300
Emergency contact cardsqty 50

Groceries

Groceries

Tips

Set the exhibitor deadline before sending invitations, leaving at least 10 working days to process registrations, check badge details and finalise the booth layout.
Design the booth layout before ordering trade fair tables, chairs, screens or lounge furniture. Add a clear route to the registration desk and keep escape routes unobstructed.
Create a separate technical check for every demo: confirm screens, projectors, microphones, DI boxes, audio cables, HDMI cables and power strips at least 3 days before the fair.
Send the exhibitor briefing and visitor route information no later than 5 days before opening. Include parking, arrival times, setup access, Wi-Fi arrangements and what exhibitors must bring.
Treat setup morning as a timed operation: check deliveries first, then place furniture, test registration laptops and badge printers, secure cables with trays or ties, and test every presentation and audio point before doors open.

Frequently asked questions

How far in advance should I organise a music industry fair?: Begin at least 12 weeks before the fair if several exhibitors, demos and technical suppliers are involved. Set the date and venue first, then allow around 6 to 8 weeks for exhibitor invitations, visitor registration and program planning.
When should exhibitors receive the briefing?: Send the exhibitor briefing at least 5 days before the event, and send a preliminary version when exhibitors register. The final version should include booth details, setup times, equipment responsibilities, parking and delivery instructions.
How many registration staff do I need for a music industry fair?: Plan on one registration staff member per 75 to 100 expected visitors during the busiest arrival period. Add another person if you are printing badges on site or checking exhibitor credentials manually.
When should I test the technical equipment?: Complete a full technical test at least 3 days before the fair, then repeat it during venue setup. Test every screen, projector, microphone, speaker, mixer, cable connection and power point with the actual presentation or demo where possible.

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.