How to organise a safety fair

A safety fair needs more than exhibitors and information tables. Start by defining who should attend, then set the date, build the exhibitor list and publish registration details. Once participation is clear, create the schedule and floor plan together so demonstrations, pitches and visitor flow fit the space. Safety arrangements, signage, equipment testing and catering should be confirmed before the final week, not left until setup day.

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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
2
Define the target participant group
2 people
3
Compile exhibitor list
2 people
4
Invite exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Create the fair schedule
2 people
8
Inventory demonstrations
2 people
9
Create Trade Show Floor Plan
2 people
10
Assign pitch locations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Process exhibitor information
2 people
14
Make reservations
15
Check permits
16
Prepare safety instructions
2 people
17
Determine evacuation routes
2 people
18
Compile contact list
19
Design signage
2 people
20
Make badges and registration forms
2 people
21
Have printed materials made
22
Collect presentations
2 people
23
Test the equipment
2 people
24
Confirm catering
25
Check the shopping list
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Collect materials
3 people
29
Remind exhibitors

Event

30
Open venue
2 people
31
Clear the loading and unloading area
2 people
32
Set up tables and chairs
4 people
33
Set up exhibition walls
4 people
34
Set up exhibitor booths
6 people
35
Set up registration desk
2 people
36
Set up catering table
2 people
37
Set out coffee and tea
2 people
38
Set up demonstration materials
4 people
39
Set up presentations
2 people
40
Hang up signage
3 people
41
Conduct a safety check
2 people
42
Clear evacuation routes
2 people
43
Welcome exhibitors
3 people
44
Brief exhibitors
2 people
45
Brief the registration team
2 people
46
Welcome visitors
4 people
47
Register visitors
3 people
48
Hand out badges
2 people
49
Inform visitors
2 people
50
Guide demonstrations
3 people
51
Support presentations
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check sanitary facilities
57
Check stock
58
Escort the last visitors
3 people
59
Check out exhibitors
2 people

Aftercare

60
Switch off equipment
2 people
61
Pack demo materials
4 people
62
Dismantle booth materials
4 people
63
Clear tables and chairs
4 people
64
Wash dishes
2 people
65
Sort waste
2 people
66
Clean the venue
4 people
67
Remove signage
2 people
68
Collect lost and found items
69
Return materials
2 people
70
Return rental items
2 people
71
Call exhibitors back
72
Archive registration details

What to bring

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

Furniture

Information desksqty 2
Tablesqty 24
Chairsqty 80
High tablesqty 8
Display wallsqty 12
Coat racksqty 3
Bollardsqty 12
Barrier tapeqty 6

Equipment

Laptopsqty 3
Projector
Projection screen
Presentation screenqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Walkie-talkiesqty 6
Coolersqty 4
Handheld megaphonesqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Thermos flasksqty 6
Water jugsqty 8

Decorations

Trade show bannersqty 8
Tableclothsqty 24
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 20
Program postersqty 12
Sticky tackqty 6
Cable traysqty 12

Lighting

LED lampsqty 10
Standing lampsqty 4
Emergency lightingqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Ice packsqty 16
Food containersqty 12
Food labelsqty 100
Bottle openersqty 4
Waste binsqty 8
Water dispensersqty 2

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 24
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 6
Hand sanitizer dispensersqty 8
Paper towel holdersqty 6

Catering

Groceries

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Smoke detectors for demonstrationqty 4
Safety helmetsqty 12
Safety gogglesqty 12
Reflective vestsqty 12
Ear defendersqty 12
Safety glovesqty 12
Non-slip matsqty 8
Flashlightsqty 8
Batteriesqty 32
Warning signsqty 12
Emergency exit signsqty 8
Safety tapeqty 6

Registration

Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 12
Notepadsqty 40
Registration formsqty 150
Program leafletsqty 150
Surveysqty 120
Name stickersqty 150
Cash drawer
Card machine
Cash box

Presentation

Flip chartsqty 4
Flip chart sheetsqty 4
Display standsqty 8
Brochure holdersqty 24
Notice boardsqty 8
Table displaysqty 24
Cable tiesqty 100
Scissorsqty 6
Tapeqty 12
Staplersqty 4
Staplesqty 8

Tips

Set the date and target audience before contacting exhibitors. This gives invitations a clear purpose and helps you judge whether the programme needs demonstrations, presentations or both.
Build the floor plan after collecting exhibitor information and registrations. Assign each pitch location, then place information desks, tables, display walls and barriers so entrances and evacuation routes stay clear.
Treat demonstrations and presentations as timed programme items. Collect presentation files in advance and test the projector, screens, speakers, microphones, extension cords and power strips before the fair opens.
Handle safety administration early: check permits, write the safety instructions and determine evacuation routes before designing signs. Put the emergency contact list and communication method, such as walkie-talkies, at the information desk.
Confirm catering only after registration closes enough to show attendance and dietary requirements. Allow at least one final check of cups, glasses, plates, cutlery, serving equipment, thermos flasks, coolers and water jugs before delivery or setup.

Frequently asked questions

How early should I start organising a safety fair?: Start at least 8 to 12 weeks before the event. Set the date and audience first, then allow time for exhibitor invitations, registrations, permits, the programme and equipment testing.
When should I create the safety fair floor plan?: Create a first floor plan as soon as the main exhibitors and demonstrations are known, usually 4 to 6 weeks beforehand. Update it after registrations and exhibitor information are processed so locations, signage and evacuation routes remain workable.
How many exhibitors do I need for a safety fair?: There is no fixed number, because it depends on the venue and target group. As a practical starting point, plan one staffed pitch per exhibitor and leave clear circulation space rather than filling every available table.
When should catering numbers and dietary requirements be finalised?: Collect dietary requirements during registration and confirm quantities 7 to 10 days before the fair. Keep a small margin for late attendees, but avoid ordering before registrations give you a reliable headcount.

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.