How to organise a packaging trade fair

A packaging trade fair runs smoothly when exhibitor logistics are settled before visitor promotion begins. Start by fixing the date, venue layout and exhibitor list, then open registration and collect the information needed for stand assignments, badges and catering. In the final two weeks, check the floor plan against furniture, power and presentation equipment. Leave the last day for printing, packing folders and testing registration technology rather than chasing missing details.

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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 trade fair date and times
2 people
2
Confirm the venue and room layout
2 people
3
Compile exhibitor list
2 people
4
Send invitations
2 people
5
Publish registration form
6
Send exhibitor terms and conditions
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign exhibitor stands
2 people
10
Create the site map
2 people
11
Record booth numbers
12
Send parking information
13
Create visitor program
2 people
14
Plan presentations and demonstrations
2 people
15
Book catering
16
Reserve furniture
17
Reserve equipment
18
Design signage
19
Design name badges
20
Prepare visitor badges
2 people
21
Prepare exhibitor badges
22
Assemble information folders
2 people
23
Have the program printed
24
Print exhibitor information
25
Check the shopping list
2 people
26
Do the shopping
2 people
27
Store catering chilled
2 people
28
Prepare registration table
2 people
29
Set out materials for each booth
3 people
30
Leave the hall clean and empty
2 people
31
Set up tables and chairs
4 people
32
Build stage walls
4 people
33
Hang up stand numbers
2 people
34
Set up exhibitor tables
4 people
35
Display packaging examples
4 people
36
Test registration system
2 people
37
Test equipment and presentations
2 people
38
Set up coffee and drinks station
3 people
39
Set up signage
2 people
40
Lay out the information materials
2 people
41
Conduct a safety check
2 people

Event

42
Welcome exhibitors
3 people
43
Register visitors
4 people
44
Hand out badges
2 people
45
Distribute programs
2 people
46
Direct visitors to booths
2 people
47
Guide demonstrations
2 people
48
Announce presentations
49
Run the presentation area
2 people
50
Serve coffee and tea
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Keep buffet and tables clean
2 people
54
Empty trash bins
2 people
55
Restock the stands
2 people
56
Collect visitors' contact details
2 people
57
Final round past exhibitors
2 people
58
Guide visitors to the exit
2 people
59
Check out exhibitors
2 people

Aftercare

60
Take down packaging materials
4 people
61
Dismantle booth walls
4 people
62
Collect furniture
3 people
63
Wash dishes
3 people
64
Sort leftovers
2 people
65
Dispose of waste separately
2 people
66
Clean the hall and entrance
3 people
67
Check borrowed materials
2 people
68
Return borrowed materials
2 people
69
Store leftover materials
2 people
70
Send exhibitor thank-you notes
71
Send visitor follow-up
72
Check invoices and deposit
73
Handle lost and found

What to bring

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

Furniture

Exhibition tablesqty 24
High tablesqty 8
Visitor chairsqty 80
Exhibitor chairsqty 48
Registration desk
Buffet tablesqty 4
Coat racksqty 3
Waste binsqty 10
Display wallsqty 24
Table linenqty 30

Equipment

Laptopsqty 3
Tabletsqty 4
Projector
Projection screen
Presentation laptop
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 16
USB chargersqty 8
Label printer
Barcode scannersqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Storage binsqty 12
Ice packsqty 20

Decorations

Company bannersqty 12
Plantsqty 12
Table décorqty 12
Fabric backdropsqty 12
Display racksqty 24
Brochure holdersqty 30
Product standsqty 30

Lighting

LED spotlightsqty 16
Desk lampsqty 12
Extension leads for lightsqty 8

Catering

Groceries

Registration

Visitor badgesqty 200
Exhibitor badgesqty 60
Badge holdersqty 260
Lanyardsqty 260
Clipboardsqty 8
Ballpoint pensqty 40
Registration formsqty 250
Name stickersqty 250

Communication

Walkie-talkiesqty 8
Phone chargersqty 6
Notepadsqty 20
Information brochuresqty 250
Exhibitor foldersqty 30
Program leafletsqty 250
Business card holdersqty 24

Signage

Entrance signsqty 3
Stand number signsqty 24
Directional signsqty 12
Toilet signsqty 4
Exit signsqty 4
Conesqty 12

Presentation

Flip chartsqty 3
Flip chart paperqty 6
Whiteboard markersqty 12
Laser pointersqty 2
Click remotesqty 2

Packaging materials

Cardboard boxesqty 40
Corrugated cardboard sheetsqty 20
Paper bagsqty 100
Kraft bagsqty 100
Cardboard tubesqty 30
Paper wrappersqty 100
Gift ribbonqty 10
Rope rollsqty 6
Paper filling materialqty 10
Bubble wrapqty 4
Shipping labelsqty 200
Pallet wrapqty 2

Tools

Scissorsqty 12
Utility knivesqty 8
Measuring tapesqty 4
Glue gunsqty 4
Staple gunsqty 4
Hammerqty 2
Screwdriver setsqty 2
Cable tiesqty 200
Cable tiesqty 200
Gaffer tapeqty 8
Sticky tackqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Trash binsqty 10
Litter pickersqty 2
Paper towelsqty 12

Storage

Plastic cratesqty 20
Storage binsqty 12
Cover sheetsqty 8
Transport cartsqty 4

Tips

Set the date and room layout before sending invitations. Allow at least 8–12 weeks for exhibitor confirmations, stand planning and visitor registration, especially if demonstrations or presentations are included.
Close exhibitor registration at least 14 days before the fair. You need that deadline to assign stand numbers, create the site map, print exhibitor information and prepare badges without last-minute changes.
Plan the visitor journey from the entrance to the stands. Put the registration desk near the entrance, show booth numbers on the site map and arrange clear signage before visitors arrive.
Confirm catering quantities from registrations and dietary requirements 5–7 days beforehand. Check that buffet tables, coffee pots, thermos flasks, cups, glasses, plates and cutlery match the planned service points.
Test every presentation and registration item on the day before opening. Connect the projector, screen, presentation laptop, microphones, speakers, laptops, tablets, barcode scanners, label printer and power strips, then keep spare extension cords and USB chargers available.

Frequently asked questions

How far in advance should I organise a packaging trade fair?: Start planning 8–12 weeks before the event. This gives you time to confirm the venue, invite exhibitors, process registrations, assign stands and arrange furniture, catering and equipment.
When should exhibitor registration close?: Close registration about 14 days before the trade fair. Use the final two weeks to create the site map, record booth numbers, prepare exhibitor badges and print the exhibitor information.
How do I plan stands for a packaging trade fair?: Assign stands only after you have a reliable exhibitor list and the room layout. Record each booth number on the site map, then check that every stand has enough tables, chairs, display space and access to power.
When should I confirm catering and dietary requirements?: Collect dietary requirements during registration and confirm catering quantities 5–7 days before the event. Add a small buffer for walk-in visitors, but base the main order on completed registrations.

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.