How to organise a recycling fair

A recycling fair needs more coordination than a regular public event because exhibitors, workshops and visitor flow all depend on the same floor plan. Start by securing the venue, date and opening hours, then build the exhibitor and workshop programme before promoting the event. Registrations, dietary requirements and technical needs should be tracked in one place. In the final week, confirm every exhibitor, print the floor plan and signage, test equipment and check that workshop materials and refreshments are ready.

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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 date and opening hours
3
Contact exhibitors
2 people
4
Process exhibitor registrations
5
Create the booth layout
2 people
6
Create visitor program
2 people
7
Confirm Workshop Leaders
8
Design invitations
9
Send invitations
2 people
10
Publish event online
11
Process visitor registrations
2 people
12
Collect dietary requirements
13
Send exhibitor information
14
Process workshop registrations
15
Print floor plan
16
Prepare name badges
2 people
17
Print Signage
18
Confirm exhibitors
19
Test the equipment
2 people
20
Check stock
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Set out workshop materials
2 people
24
Open venue
2 people
25
Set up the exhibitor reception
2 people
26
Set up tables and chairs
6 people
27
Build exhibitor stands
8 people
28
Hand Out Booth Materials
2 people
29
Hang up signage
3 people
30
Place recycling bins
3 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Set up workshop rooms
3 people
35
Set up presentations
2 people
36
Conduct a safety check
2 people
37
Hold team briefing
4 people

Event

38
Staff the registration desk
2 people
39
Welcome visitors
3 people
40
Explain the program
2 people
41
Staff the exhibitor booths
16 people
42
Guide visitor flow
3 people
43
Announce presentations
44
Facilitate presentations
2 people
45
Distribute workshop materials
2 people
46
Lead recycling workshops
4 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Keep catering tables clean
2 people
51
Check waste streams
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Create a photo record
55
Answer visitor questions
2 people
56
Inform last visitors
2 people
57
Have exhibitors dismantle their booths
4 people
58
Guide visitors to the exit
2 people
59
Close catering
2 people

Aftercare

60
Switch off equipment
2 people
61
Put furniture back
5 people
62
Dispose of waste separately
4 people
63
Wash dishes
3 people
64
Clean the catering area
3 people
65
Clean the floors
3 people
66
Clean the restrooms
2 people
67
Remove decorations
3 people
68
Hand over the venue
2 people
69
Gather borrowed materials
2 people
70
Return materials
2 people
71
Store leftover groceries
2 people
72
Send exhibitor thank-you notes
73
Archive photos
74
Collect visitor feedback
75
Check waste disposal

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 24
Chairsqty 80
High tablesqty 8
Folding benchesqty 4
Coat racksqty 3
Tableclothsqty 24
Bollardsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 12
Rechargeable batteriesqty 16
Power banksqty 4
Cable reelsqty 3

Lighting

Work lightsqty 8
Mood lightingqty 6

Decorations

Exhibitor panelsqty 24
Poster display boardsqty 12
Information postersqty 20
Directional signsqty 16
Program postersqty 8
Directional signsqty 12
Name badge holdersqty 30
Adhesive stripsqty 6
Cable tiesqty 100
Paper buntingqty 8
Chalkboardsqty 6

Tableware

Reusable cupsqty 180
Reusable coffee cupsqty 80
Reusable platesqty 120
Reusable cutleryqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 6
Water jugsqty 8

Kitchen

Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 4
Food containersqty 12

Cleaning

Waste sorting binsqty 12
Trash bins with lidsqty 6
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Dustpansqty 3
Cleaning glovesqty 8

Workshop materials

Floor matsqty 12
Apronsqty 20
Safety gogglesqty 20
Work glovesqty 30
Scissorsqty 20
Craft knivesqty 12
Cutting matsqty 12
Rulersqty 12
Glue gunsqty 8
Paper binsqty 12
Reusable craft materialsqty 6
Worktable lampsqty 6

Catering

Groceries

Tips

Secure the venue and opening hours before contacting exhibitors, then allow at least 6–8 weeks for exhibitor registrations, programme planning and visitor promotion.
Create the booth layout before sending exhibitor information. Mark counters, tables, chairs, workshop areas, power points and visitor routes so exhibitors know exactly what to expect.
Set a clear deadline for workshop registrations and dietary requirements, ideally 7 days before the fair. Use the final numbers to prepare materials, seating and refreshments.
Test projectors, screens, laptops, speakers and wireless microphones at the venue at least 2–3 days before opening. Check extension cords, power strips, cable reels, batteries and power banks at the same time.
Schedule venue access with enough time for setup: open the venue at least 3 hours before visitors arrive to arrange exhibitor panels, signs, name badges, workshop materials, drinks and the exhibitor reception.

Frequently asked questions

How far in advance should I organise a recycling fair?: Start at least 8 weeks before the event. Book the venue and set the date first, then allow time for exhibitor confirmations, workshop planning, visitor registrations and printed materials.
When should exhibitors receive the recycling fair information?: Send practical exhibitor information as soon as their registration is accepted, and send a final confirmation 7 days before the fair. Include the booth location, arrival time, floor plan, equipment arrangements and contact details.
How much setup time does a recycling fair need?: Plan for at least 3 hours of setup before opening. Exhibitor panels, tables, signage, name badges, workshop materials and technical equipment take longer to place and test than a simple reception layout.
When should I print the floor plan and event signs?: Finalise the floor plan and print signs 2–3 days before the event, after exhibitor confirmations and workshop registrations are closed. Keep a small set of blank or spare signs available for last-minute changes.

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