How to organise a purchasing fair from start to finish

A purchasing fair needs more than a room and a list of exhibitors. Start by fixing the date and venue, then build the exhibitor offer, registration process and visitor promotion around them. The layout, deliveries, badges, catering and equipment need to work together before anyone arrives. This guide focuses on the order of work and the details that are commonly left until the last week.

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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
Reserve venue
2
Set the trade fair date
2 people
3
Create exhibitor list
2 people
4
Assemble booth packages
2 people
5
Create a registration form
6
Invite exhibitors
2 people
7
Invite attendees
2 people
8
Prepare promotion
2 people
9
Distribute promotion
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm exhibitors
2 people
13
Create the booth layout
2 people
14
Design floor plan
15
Book catering
16
Reserve parking spaces
17
Create a registration list
18
Prepare badges
2 people
19
Make name tags
2 people
20
Print signage
21
Send exhibitor information
22
Coordinate deliveries
2 people
23
Test the equipment
2 people
24
Check stock
2 people
25
Do the shopping
2 people
26
Prepare materials
3 people
27
Open venue
2 people
28
Clear the loading zone
2 people
29
Unload stand materials
4 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Build stage walls
4 people
33
Connect power
2 people
34
Set up lighting
2 people
35
Hang up signage
2 people
36
Set up registration desk
2 people
37
Lay out badges
2 people
38
Set up catering
3 people
39
Prepare coffee and tea
2 people
40
Chill drinks
2 people
41
Prepare snacks
3 people
42
Welcome exhibitors
3 people
43
Direct exhibitors to their booths
2 people
44
Carry out final stand check
2 people

Event

45
Staff the registration desk
3 people
46
Register visitors
3 people
47
Hand out badges
2 people
48
Assist exhibitors
2 people
49
Inform visitors
2 people
50
Serve coffee and tea
2 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Restock the buffet
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Restock the toilet supplies
57
Clean floors in between
2 people
58
Guide visitor flow
2 people
59
See off the last visitors
2 people
60
Check out exhibitors
2 people

Aftercare

61
Dismantle stand materials
4 people
62
Dismantle booth walls
4 people
63
Gather tables and chairs
4 people
64
Switch off equipment
2 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Inventory materials
2 people
69
Return rental items
2 people
70
Store leftover stock
2 people
71
Process lost and found items
72
Archive participant details
73
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 30
Visitor tablesqty 8
Folding chairsqty 100
Registration deskqty 2
Bar stoolsqty 8
Waste binsqty 12
Clothes racksqty 6
Display wallsqty 60
Tableclothsqty 38

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 6
Laptopqty 2
Tabletsqty 4
Badge printer
Label printer
Mobile phonesqty 4
Handheld microphoneqty 2
Portable speakersqty 2
Presentation screen
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 6
USB chargersqty 10
Cable tiesqty 200

Lighting

LED work lightsqty 12
String lightsqty 10
Emergency lightsqty 4

Decorations

Fair logo bannersqty 4
Buntingqty 8
Plantsqty 20
Table décorqty 30
Photo backdrop
Promotional bannersqty 8
Directional signsqty 20
Booth numbersqty 30
Name badge holdersqty 40

Kitchen

Thermos flasksqty 8
Chafing dishesqty 4
Serving bowlsqty 16
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 20
Serving traysqty 12
Food containersqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 8
Cleaning clothsqty 30
Rubber glovesqty 12
Paper towel dispensersqty 8

Catering

Groceries

Tips

Set the date and reserve the venue before inviting exhibitors. Allow at least 8–12 weeks for a fair with multiple exhibitors, so you have time to confirm participation and adjust the floor plan.
Create the exhibitor list before assembling booth packages. Decide what each booth includes—such as an exhibition table, chairs, tablecloths or display walls—and send the exact package details with the invitation.
Close registration early enough to use the numbers. Set a deadline 7–10 days before the fair for attendee details and dietary requirements, then prepare the registration list, badges and name tags from the final data.
Design the floor plan after exhibitor confirmations, not before. Leave clear routes between exhibition tables, the registration desk, visitor tables and catering, and check that extension cords do not cross walking areas.
Test the operational details at least one day before opening. Check the badge and label printers, laptop, tablets, presentation screen, microphone, speakers, coffee machines and kettles, and confirm when deliveries will arrive.

Frequently asked questions

How far in advance should I organise a purchasing fair?: Allow 8–12 weeks for a small or medium-sized fair. Start earlier if you need many exhibitors, printed promotion, complex deliveries or a large catering order.
When should I confirm exhibitors for a purchasing fair?: Set a confirmation deadline around 3–4 weeks before the event. You need the final exhibitor list to complete the booth layout, floor plan, signage and delivery schedule.
When should registration close for a purchasing fair?: Close attendee registration 7–10 days before the fair. That gives you time to print badges and name tags, prepare the registration list and send dietary requirements to catering.
What should I check the day before a purchasing fair?: Check the room layout, tables, chairs, display walls, signage and waste bins, then test all presentation and registration equipment. Also confirm catering quantities, deliveries and parking arrangements before the team leaves.

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.