How to organise a product fair from first announcement to closing time

A product fair needs more than confirmed exhibitors and a row of tables. Start by fixing the date, programme and registration process, then build the exhibitor list and booth layout before ordering catering or printing labels. In the final week, check product information, prepare signs and registration materials, and send exhibitors clear arrival instructions. On the day, keep the registration desk, floor layout, power and refreshments ready before exhibitors arrive.

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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
Publish the date and program
2 people
2
Publish registration form
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm exhibitors
2 people
7
Create the booth layout
2 people
8
Create exhibitor list
9
Prepare visitor registration
2 people
10
Design name labels
11
Print Name Labels
2 people
12
Print route signs
13
Send exhibitor letter
14
Place catering order
15
Gather promotional materials
2 people
16
Check product information
2 people
17
Print the registration list
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare materials
3 people
21
Clean the expo floor
3 people
22
Set up tables and chairs
5 people
23
Build stage walls
4 people
24
Place booth numbers
2 people
25
Welcome exhibitors
3 people
26
Guide exhibitors to their booths
3 people
27
Place products on the stands
6 people
28
Test demo equipment
3 people
29
Set up registration desk
2 people
30
Set up catering point
3 people
31
Set out coffee and tea
2 people
32
Hang route signs
2 people
33
Lay out presentation materials
2 people
34
Check the trade show floor
2 people

Event

35
Staff the registration desk
3 people
36
Welcome visitors
3 people
37
Hand out name tags
2 people
38
Support exhibitors
2 people
39
Serve coffee and tea
2 people
40
Refill drinks
2 people
41
Serve snacks
3 people
42
Keep the Catering Point Clean
2 people
43
Empty trash bins
2 people
44
Restock supplies
2 people
45
Answer visitor questions
2 people
46
Guide product demos
2 people
47
Keep booth aisles clear
2 people
48
See off the last visitors
3 people
49
Check out exhibitors
2 people

Aftercare

50
Collect products from stands
5 people
51
Dismantle booth walls
4 people
52
Clear tables and chairs
5 people
53
Wash dishes
3 people
54
Sort waste
3 people
55
Clean the expo floor
4 people
56
Clean the catering area
2 people
57
Inventory materials
2 people
58
Store leftover products
2 people
59
Return borrowed materials
2 people
60
Archive registration details
61
Send thank-you message
62
Store photo and promo materials

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Registration desk
High tablesqty 8
Stoolsqty 16
Display wallsqty 20
Coat racksqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Extension cordsqty 12
Power stripsqty 12
Chargersqty 8
Presentation screensqty 4
Mobile hotspotsqty 2
Label printer
Handheld microphonesqty 2
Walkie-talkiesqty 6
Hand trucksqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 4
Serving bowlsqty 12

Decorations

Tableclothsqty 24
Stand number signsqty 20
Welcome sign
Plantsqty 12
Flagsqty 8
Notice boardsqty 12
Postersqty 24
Table décorqty 24

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 30

Registration

Name card holdersqty 150
Pensqty 30
Clipboardsqty 6
Wristbandsqty 150
Information leafletsqty 200
Notepadsqty 100
Carry bagsqty 150

Safety

Non-slip matsqty 12
Cable traysqty 20
Warning signsqty 6

Catering

Groceries

Tips

Publish the date, programme and registration form before inviting exhibitors. Set a clear registration deadline so you have time to process sign-ups and collect dietary requirements.
Confirm exhibitors before creating the final booth layout. Assign booth numbers, allow space for display walls and high tables, and send the layout with the exhibitor letter rather than explaining it at arrival.
Prepare visitor registration at least 1 day before the fair. Print the registration list and name labels, and keep a laptop or tablet available for late registrations and corrections.
Check every exhibitor’s product information before printing promotional materials or route signs. A missing product description or incorrect booth number is much harder to fix once visitors are inside.
Finish the floor setup before exhibitors arrive: clean the expo floor, place tables, chairs, booth numbers and signs, then test extension cords, power strips, screens and microphones. Chill drinks and set up coffee equipment only after the working areas are clear.

Frequently asked questions

How far in advance should I organise a product fair?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, programme, invitations and exhibitor confirmations; reserve the final 7 days for printing, layout checks and equipment testing.
When should exhibitors receive their booth information?: Send the exhibitor letter and booth layout at least 7 days before the fair. Include the booth number, arrival time, setup instructions and any information about tables, display walls, power or presentation equipment.
How many registration staff do I need for a product fair?: Plan for 1 registration person per 75 to 100 expected visitors during the busiest arrival period. Add a second person if many visitors arrive within the same 30-minute window or if exhibitors also check in at the same desk.
When should I prepare name labels and the registration list?: Prepare the files 2 to 3 days before the event and print them no later than the day before. Keep blank labels and a label printer available for changes, walk-ins and spelling corrections.

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.