How to organise a networking market from start to finish
A networking market works best when exhibitor planning comes before promotion. Set the date and venue, define who the market is for, then select and contact exhibitors before opening registrations. Once applications are coming in, confirm dietary requirements, build the stand layout and lock the programme. The details people often leave too late are name badges, power access, furniture deliveries and the final participant list. Use the plan below to keep decisions in the right order and avoid last-minute changes.
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
Define the target participant group
2 people
- 3
Select exhibitors
3 people
- 4
Contact exhibitors
2 people
- 5
Create the registration form
- 6
Draft invitations
2 people
- 7
Send invitations
2 people
- 8
Post promotion on social media
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Update the exhibitor list
- 12
Send exhibitor information
2 people
- 13
Finalize the program
2 people
- 14
Order catering
2 people
- 15
Reserve furniture
- 16
Reserve lighting
- 17
Design name badges
- 18
Create a floor plan of the booths
2 people
- 19
Schedule volunteers
2 people
- 20
Brief the presenter
- 21
Confirm deliveries
2 people
- 22
Send final invitation
- 23
Close registrations
- 24
Print participant list
- 25
Prepare name badges
2 people
- 26
Prepare exhibitor kits
2 people
- 27
Do the shopping
2 people
- 28
Chill drinks
2 people
- 29
Prepare snacks
3 people
- 30
Bring materials to the venue
3 people
- 31
Open venue
2 people
- 32
Set up the entrance desk
2 people
- 33
Set up stand tables
4 people
- 34
Set out chairs and seating
3 people
- 35
Prepare registration materials
2 people
- 36
Hang up stand numbers
2 people
- 37
Place tablecloths and decorations
3 people
- 38
Hang lighting
2 people
- 39
Test sound system
2 people
- 40
Set up coffee station
2 people
- 41
Set up the buffet
3 people
- 42
Set out snacks
2 people
Event
- 43
Welcome exhibitors
3 people
- 44
Guide exhibitors to their stands
3 people
- 45
Set up equipment and the presenter
2 people
- 46
Register visitors
3 people
- 47
Hand out name badges
2 people
- 48
Welcome visitors
2 people
- 49
Give the opening speech
- 50
Serve coffee and tea
2 people
- 51
Serve snacks
3 people
- 52
Support exhibitors
2 people
- 53
Refill drinks
2 people
- 54
Refill buffet
2 people
- 55
Lead the networking activity
2 people
- 56
Operate lighting and sound
- 57
Answer participant questions
2 people
- 58
Register new visitors
2 people
- 59
Serve evening snacks
3 people
- 60
Deliver closing remarks
- 61
Wave goodbye to visitors
2 people
Aftercare
- 62
Help Vendors Pack Up
4 people
- 63
Pack leftovers
2 people
- 64
Collect waste
3 people
- 65
Wash dishes
3 people
- 66
Clear tables and chairs
4 people
- 67
Remove decorations
2 people
- 68
Clean the venue
4 people
- 69
Switch off equipment
2 people
- 70
Load materials
3 people
- 71
Lock up the venue
2 people
- 72
Return rented materials
2 people
- 73
Store leftover groceries
2 people
- 74
Take out the trash
2 people
- 75
Return borrowed materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market tablesqty 12
- Bistro tablesqty 8
- Chairsqty 120
- Folding chairsqty 10
- Buffet tablesqty 4
- Stoolsqty 12
- Clothes racksqty 4
- Tableclothsqty 16
- Waste binsqty 8
Equipment
- Laptop
- Printer
- Sound system
- Wireless microphonesqty 2
- Speakersqty 2
- Extension cordsqty 6
- Power stripsqty 8
- Charging stationsqty 2
- Cable reelsqty 2
- Laptop chargersqty 2
- Presentation screen
Tableware
- Coffee cupsqty 120
- Water glassesqty 150
- Wine glassesqty 100
- Platesqty 150
- Forksqty 150
- Knivesqty 150
- Spoonsqty 150
- Serving spoonsqty 12
- Small bowlsqty 20
- Coffee potsqty 4
- Thermos flasksqty 6
Kitchen
- Coolersqty 6
- Cutting boardsqty 4
- Chef's knifeqty 3
- Serving plattersqty 20
- Serving tongsqty 8
- Bread basketsqty 6
- Bottle openersqty 4
- Corkscrewsqty 3
- Water jugsqty 8
- Coffee machinesqty 2
- Kettlesqty 2
Decorations
- Table signsqty 12
- Wayfinding signsqty 8
- Notice boardsqty 4
- Clipboardsqty 12
- Photo backdrop
- Plantsqty 12
- Table decorationsqty 16
- Buntingqty 8
- Arrow stickersqty 24
- Information bannersqty 4
Lighting
- LED light stringsqty 8
- LED lampsqty 12
- Standing lampsqty 4
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 8
- Microfiber clothsqty 12
- Hand soap dispensersqty 4
- Toilet brushesqty 3
Catering
- Groceries
- Cooler cratesqty 8
- Drink dispensersqty 4
- Chafing dishesqty 4
- Serving traysqty 12
- Coffee filtersqty 200
- Thermos cupsqty 20
- Bottled water cratesqty 6
- Bar matsqty 6
- Ice spoonsqty 4
Registration
- Name badgesqty 150
- Lanyardsqty 150
- Pensqty 40
- Registration formsqty 150
- Visitor badgesqty 150
- Exhibitor badgesqty 30
- Wristbandsqty 150
- Clipboardsqty 12
Communication
- Program flyersqty 150
- Exhibitor cardsqty 30
- Route mapsqty 150
- Information leafletsqty 150
- Letterheadqty 100
- Tapeqty 8
- Duct tapeqty 4
- Scissorsqty 6
- Markersqty 24
- Pen holdersqty 8
- Name stickersqty 200
- Cable tiesqty 100
- Ropeqty 2
- Staplerqty 2
- Staplesqty 4
- Thumbtackqty 200
- A4 tubesqty 4
Tips
- Set the exhibitor structure before sending invitations. Decide how many stands the venue can hold, then leave enough space for people to move between market tables, bistro tables and seating.
- Close registrations before the final week rather than accepting changes until the doors open. Use the remaining days to print the participant list, prepare name badges and send the final invitation.
- Confirm every exhibitor’s practical requirements in one information round. Ask about dietary requirements, arrival times, delivery details and electricity needs so extension cords, power strips and charging stations are arranged before setup.
- Finish the floor plan before reserving or receiving furniture. Match the number of market tables, chairs, stools and buffet tables to the layout, and check that cables from sound equipment do not cross visitor routes.
- Schedule event-day roles with specific handovers. Brief the presenter, assign volunteers to registration and exhibitor support, and confirm catering, lighting and equipment deliveries at least one working day before the market.
Frequently asked questions
- How far in advance should I organise a networking market?
- Start at least 8 to 12 weeks before the event. Use the first 2 weeks for the date, venue, audience and exhibitor criteria, then allow several weeks for invitations, registrations and programme planning.
- When should I invite exhibitors to a networking market?
- Contact exhibitors as soon as the date, venue and participation criteria are fixed, ideally 6 to 8 weeks before the market. Give them a clear deadline for registration and practical requirements.
- When should networking market registrations close?
- Close registrations 5 to 7 days before the event. That gives you time to process the final applications, confirm dietary requirements, print the participant list and prepare name badges.
- How many tables and chairs do I need for a networking market?
- Start with one market table per confirmed exhibitor, then add seating and bistro tables according to the programme and venue layout. Finalise the count after registrations close, with at least 1 to 2 days left to resolve shortages or delivery changes.
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