How to organise a project fair from start to finish

A project fair works best when visitor registration, exhibitor logistics and presentations are planned as one schedule. Start by publishing the date and opening registration, then confirm exhibitors before you draw the booth and floor layouts. Build the programme around fixed presentation slots and collect technical requirements early. In the final weeks, check permits and emergency exits, brief volunteers, print badges and maps, and make sure every laptop, projector, microphone and power cable has a planned location.

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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 date and times
2
Send invitations
2 people
3
Open the registration form
4
Share the participant terms and conditions
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm exhibitors
2 people
8
Create booth layout
2 people
9
Work out the floor plan
10
Compile program
2 people
11
Assign presentation times
2 people
12
Make reservations
13
Confirm suppliers
14
Check permits
15
Check emergency exits
2 people
16
Publish traffic information
17
Recruit volunteers
2 people
18
Assign volunteers
2 people
19
Inform exhibitors
2 people
20
Collect presentations
21
Check technical requirements
2 people
22
Check the materials list
2 people
23
Print name badges
24
Print maps
25
Print Signage
26
Check the shopping list
2 people
27
Do the shopping
3 people
28
Set up non-perishable supplies
2 people
29
Keep chilled products cool
2 people
30
Prepare coffee station
2 people
31
Remind exhibitors

Event

32
Open venue
2 people
33
Check halls and entrance
2 people
34
Set up tables and chairs
6 people
35
Set up exhibition walls
4 people
36
Hang up stand numbers
2 people
37
Hang up signage
2 people
38
Hang decorations
3 people
39
Set up the presentation area
3 people
40
Test sound equipment
2 people
41
Test the lighting
2 people
42
Set up catering
3 people
43
Prepare coffee and tea
2 people
44
Set up registration desk
2 people
45
Welcome exhibitors
3 people
46
Distribute booth materials
3 people
47
Test equipment at each booth
3 people
48
Conduct final safety check
2 people
49
Place team at registration
2 people
50
Welcome visitors
4 people
51
Register visitors
3 people
52
Explain the route to the booths
2 people
53
Support project presentations
3 people
54
Serve coffee and tea
2 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Empty trash bins
2 people
58
Check toilets
2 people
59
Support exhibitors
2 people
60
Answer audience questions
2 people
61
Prepare awards ceremony
2 people
62
Support awards ceremony
3 people
63
See visitors out
3 people
64
Collect stand materials
4 people
65
Close catering
3 people

Aftercare

66
Remove decorations
3 people
67
Clear tables and chairs
6 people
68
Switch off equipment
2 people
69
Collect waste
3 people
70
Wash dishes
3 people
71
Clean the rooms
4 people
72
Clean the restrooms
2 people
73
Check borrowed items
2 people
74
Return materials
2 people
75
Store leftover stock
2 people
76
Collect photo materials
77
Send thank-you message
78
Process lost and found items
79
Collect invoices and receipts

What to bring

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

Furniture

Standing tablesqty 35
Visitor chairsqty 120
Beer tablesqty 12
Registration desk
Presentation tablesqty 3
Waste binsqty 12
Clothes racksqty 2
Display wallsqty 35

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 15
Charging stationsqty 3
Cable traysqty 20
Presentation clickersqty 2
USB sticksqty 4

Lighting

LED lightsqty 10
String lightsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 40
Name badgesqty 80
Booth numbersqty 40
Information boardsqty 8
Sticky tackqty 10
Table décorqty 35

Tableware

Reusable cupsqty 350
Coffee cupsqty 150
Platesqty 250
Cake platesqty 200
Forksqty 250
Knivesqty 200
Spoonsqty 200
Serving plattersqty 20
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Pliersqty 8
Corkscrewsqty 2

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Paper and communications

Programsqty 350
Floor plansqty 350
Evaluation formsqty 300
Registration formsqty 100
Clipboardsqty 8
Pensqty 60
Notepadsqty 20
Tapeqty 12
Scissor setsqty 6
Staplersqty 4
Spare paperqty 5

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12
Barrier tapeqty 4
Non-slip matsqty 8
Fire blanketsqty 2

Logistics

Transport cartsqty 4
Storage boxesqty 20
Roll containersqty 4
Ratchet strapsqty 8
Moving blanketsqty 12
Cratesqty 20
Duct tapeqty 8
Cable tiesqty 200
Label stickersqty 10

Tips

Set the registration deadline at least 7 days before the fair so you can process entries, collect dietary requirements and print name badges without last-minute changes.
Confirm exhibitors before creating the booth layout, then number every booth and match the plan to the available display walls, tables and visitor routes.
Collect presentations and technical requirements at least 5 days before the event. Test projectors, screens, speakers, wireless microphones and clickers together rather than separately.
Assign volunteers to registration, exhibitor support, room changes and closing duties. Give each person a written shift and contact point at least 3 days in advance.
Walk through the venue 1 day before opening: check emergency exits, cable trays, extension cords, power strips, charging stations, signage and waste bins, then publish traffic information for visitors.

Frequently asked questions

How far in advance should I organise a project fair?: Start planning at least 8 weeks before the fair. Publish the date and times early, open registration, and leave the final 2 weeks for exhibitor details, technical checks and volunteer briefings.
When should project fair registration close?: Close registration about 7 days before the event. That gives you time to process registrations, confirm dietary requirements and print badges, maps and booth information.
When should exhibitors send their presentations and technical requirements?: Ask for presentations and technical requirements no later than 5 days before the fair. Use the remaining days to check file formats, projector connections, microphones, speakers and presentation timings.
How many volunteers do I need for a project fair?: Plan at least 1 volunteer for registration and 1 for exhibitor or room support during each active shift. Add another volunteer when several presentation rooms or more than 20 exhibitors need help at the same time.

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.