How to organise a prevention fair from start to finish

A prevention fair brings organisations, speakers and visitors together around practical information, so the planning depends on coordination more than decoration. Start by fixing the date, opening hours and room layout, then confirm exhibitors before promoting the event and opening registration. Allow time to collect dietary requirements, build the programme and check every presentation and microphone. The final week is for printing lists, preparing badges, checking supplies and making sure all equipment is at the venue before doors open.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Confirm participating organisations before sending invitations or publishing the event online. Ask each exhibitor for their final name, information needs and any presentation or demonstration requirements at least two weeks before the fair.
Plan the room around visitor flow: place the registration desk at the entrance, information desks where people can stop without blocking access, and clear signage between exhibitors, seating and refreshments. Finish the floor plan at least 7 days before the event.
Keep registration information usable on the day. Close online registration when you need a reliable headcount, print the registration lists the day before, and prepare name badges in alphabetical order or by organisation.
Test every presentation with the actual laptop, projector, screen, speakers and microphones at least 2 hours before opening. Check extension cords, power strips, charging stations and microphone stands rather than assuming the venue has compatible equipment.
Buy and chill drinks after confirming the final headcount, and check refrigerated products on the shopping list before leaving. Set up coffee machines, kettles, cups, glasses, plates and cutlery early enough that refreshments do not compete with registration and exhibitor set-up.

Frequently asked questions

How far in advance should I organise a prevention fair?: Start planning at least 8 weeks before the event. Confirm the venue and participating organisations in the first 2 weeks, then allow another 3 to 4 weeks for invitations, registration and programme details.
When should I open registration for a prevention fair?: Open registration once the date, venue, opening hours and main programme are confirmed, usually 4 to 6 weeks before the fair. Set a closing point 2 to 3 days before the event so you can print lists and prepare badges.
How long before a prevention fair should exhibitors receive their information?: Send exhibitor information at least 10 days before the event, including arrival time, table or desk location, floor plan, parking or access instructions and presentation details. Send a final reminder 2 days beforehand.
When should I test the equipment for a prevention fair?: Complete a full equipment test at least 2 hours before visitors arrive. Test each laptop, projector, microphone, speaker, presentation remote and power connection in the room where it will be used.