How to organise a real estate fair without last-minute problems

A real estate fair depends on more than booking a room and inviting exhibitors. Start with the date, venue layout and exhibitor list, then build the visitor registration and communication around those decisions. In the final week, focus on booth details, name badges, catering numbers, signage and presentation equipment. This order helps you spot missing information before exhibitors and visitors 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
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
Invite exhibitors
2 people
5
Send visitor invitations
2 people
6
Open the registration form
7
Publish the fair program
8
Send exhibitor information
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm booth layout
2 people
12
Design name badges
13
Print name badges and maps
2 people
14
Place catering order
2 people
15
Prepare the registration desk
2 people
16
Collect presentation materials
2 people
17
Prepare signage
18
Test technical equipment
2 people
19
Update the exhibitor list
20
Send reminder to visitors
21
Check final dietary requirements
22
Do the shopping
2 people
23
Chill catering and drinks
2 people
24
Sort booth materials
3 people
25
Load transport equipment
3 people
26
Open hall
2 people
27
Receive deliveries
3 people
28
Set up tables and chairs
4 people
29
Set up booth walls
4 people
30
Set up exhibitor booths
6 people
31
Set up registration desk
2 people
32
Hang up floor plans
2 people
33
Set up signage
2 people
34
Connect lighting and power
2 people
35
Connect presentation screens
2 people
36
Post wifi information visibly
37
Set up coffee station
2 people
38
Set up the buffet and drinks table
3 people
39
Sort badges by category
2 people
40
Clear emergency routes
2 people
41
Briefing for reception team
3 people

Event

42
Welcome exhibitors
4 people
43
Staff the registration desk
3 people
44
Welcome visitors
3 people
45
Hand out badges
2 people
46
Direct visitors to booths
2 people
47
Support exhibitors
2 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Announce presentations
54
Guide the presentation area
55
Set up the networking drinks reception
3 people
56
Serve snacks
3 people
57
Restock glasses and tableware
2 people
58
Inform last visitors
2 people
59
Have exhibitors dismantle their booths
3 people

Aftercare

60
Close the registration desk
2 people
61
Collect stand materials
4 people
62
Take down tables and chairs
4 people
63
Remove decorations
2 people
64
Pack leftover catering
2 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean the room
3 people
68
Switch off equipment
2 people
69
Move materials to storage
3 people
70
Return rental items
2 people
71
Deliver exhibitor materials
2 people
72
Register lost and found items
73
Send a thank-you message to visitors
74
Send thank-you message to exhibitors
75
Export visitor contacts
76
Archive invoices and receipts
77
Archive photo and promotional materials

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 70
Registration tablesqty 2
Bar stoolsqty 8
Buffet tablesqty 4
Waste binsqty 10
Clothes racksqty 2
Display wallsqty 20
Brochure racksqty 12
Notice boardsqty 10

Equipment

Laptopsqty 4
Presentation screensqty 4
Laptop speakersqty 2
HDMI cablesqty 8
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 6
Label printersqty 2
Walkie-talkiesqty 6

Lighting

Standing lampsqty 8
String lightsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Cutlery setsqty 180
Coffee potsqty 6
Thermos flasksqty 8
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 8
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Knivesqty 6
Small bowlsqty 16
Pliersqty 8
Bottle openersqty 6
Corkscrewsqty 4

Decorations

Company flagsqty 12
Tableclothsqty 30
Directional signsqty 20
Welcome sign
Information boardsqty 8
Photo wallsqty 2
Table decorationsqty 20
Clipboardsqty 12
Markersqty 24
Scissor setsqty 6
Rolls of tapeqty 12
Cable tiesqty 100
Double-sided tapeqty 8
Name badge holdersqty 220
Wristbandsqty 200

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 24

Catering

Groceries

Tips

Set the date and room layout before sending invitations. Exhibitors need to know their booth size, table setup, chairs, display walls and access arrangements before they confirm.
Open visitor registration as soon as the program is ready. Review registrations at least twice: once for attendance numbers and dietary requirements, and again 48 hours before the fair.
Send exhibitors one practical information pack no later than 7 days before the event. Include arrival times, booth layout, presentation instructions, power access and the deadline for presentation materials.
Prepare the registration desk the day before. Put name badges, maps, the updated exhibitor list and signage together, and test the label printer, laptops, screens, HDMI cables and extension cords before loading them.
Place the catering order from confirmed registrations, then check the final dietary requirements 48 hours before opening. Chill drinks and catering in advance and keep coffee pots, thermos flasks, glasses, plates and serving utensils together by the refreshment area.

Frequently asked questions

How far in advance should I organise a real estate fair?: Start planning at least 8 to 12 weeks ahead if several exhibitors and presentations are involved. Confirm the date, venue layout and exhibitor list first, then allow time for invitations, registration and technical preparation.
When should I invite exhibitors to a real estate fair?: Send the first exhibitor invitations 6 to 8 weeks before the fair. Set a confirmation deadline about 4 weeks before the event so you can finalise booth assignments, the exhibitor list and the published program.
When should visitor registration close for a real estate fair?: Keep registration open until 2 or 3 days before the fair, unless the venue has a strict capacity limit. Review the list 48 hours before opening to confirm attendance, dietary requirements and the number of badges to print.
How do I prepare booths for a real estate fair?: Confirm the booth layout at least 7 days before the event and sort each exhibitor's materials separately. Check tables, chairs, display walls, brochure racks, power strips and extension cords before transport, rather than discovering shortages during setup.

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.