How to organise a sail fair without missing the practical details

A sail fair needs more than a list of exhibitors and a row of tables. Start by confirming who is exhibiting, then build the stand layout, programme and visitor information around the available space. Keep registration, dietary requirements and parking details in one place so they can be sent on time. On the final day, allow enough time to check walkways, power, signage, drinks and registration before 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
Compile exhibitor list
2 people
2
Send invitations
2 people
3
Open the registration form
4
Register exhibitors
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Send exhibitor confirmation
8
Create the booth layout
2 people
9
Assign stand numbers
10
Prepare the map
11
Send parking information
12
Compile program
2 people
13
Confirm speakers
14
Collect presentations
15
Publish the promo message
16
Design signage
17
Prepare name badges
2 people
18
Print exhibitor list
19
Assign volunteers
20
Check the shopping list
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Collect materials
3 people

Event

24
Open venue
2 people
25
Check the floor and walkways
2 people
26
Set out pitches
3 people
27
Set up tables and chairs
5 people
28
Build stage walls
4 people
29
Distribute power outlets
2 people
30
Install lighting
2 people
31
Hang up signage
2 people
32
Apply decorations
2 people
33
Set up the catering table
2 people
34
Set out coffee and tea
2 people
35
Test presentation equipment
2 people
36
Set up registration desk
2 people
37
Sort name badges
38
Welcome exhibitors
3 people
39
Guide exhibitors to their booths
3 people
40
Carry out final stand checks
3 people
41
Welcome visitors
4 people
42
Register visitors
3 people
43
Distribute program
2 people
44
Support exhibitors
2 people
45
Announce the lectures
46
Serve coffee and tea
2 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Empty trash bins
2 people
50
Check the restroom area
51
Facilitate presentations
2 people
52
Register lost and found items
53
Inform last visitors
2 people
54
Check out exhibitors
3 people

Aftercare

55
Switch off equipment
2 people
56
Clean up catering
3 people
57
Collect waste
3 people
58
Wash dishes
3 people
59
Dismantle tables and chairs
5 people
60
Dismantle booth walls
4 people
61
Remove decorations
2 people
62
Clean the venue
4 people
63
Inventory materials
2 people
64
Return borrowed items
2 people
65
Store leftovers
2 people
66
Send follow-up message to exhibitors

What to bring

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

Furniture

Exhibition tablesqty 30
Chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 30
Clothes racksqty 4
Waste binsqty 8
Display wallsqty 30
Storage cratesqty 12

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cash machinesqty 2
Cable reelsqty 4
Tool casesqty 3
Step laddersqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 20

Decorations

Sailing flagsqty 8
Buntingqty 10
Table name cardsqty 30
Stand number signsqty 30
Photo wallsqty 2
Decorative lifebuoysqty 4
Jute ropeqty 4

Lighting

LED light stringsqty 8
LED spotlightsqty 12
Lamp Standsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 2
Cooling racksqty 4
Water jugsqty 8
Teapotsqty 3

Cleaning

Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set a firm exhibitor deadline at least 2 weeks before the fair. Use the final list to assign stand numbers, prepare badges, print the exhibitor list and make the floor map.
Create the stand layout before ordering or moving furniture. Check that exhibition tables, stand walls, chairs and registration furniture leave clear walkways rather than filling every available space.
Send parking instructions, the programme and arrival details with the exhibitor confirmation at least 7 days ahead. Late parking information is one of the easiest ways to create congestion at the entrance.
Treat presentations as a separate deadline: collect every file at least 3 days before the fair and test the projector, screen, speakers, microphones and extension cords before opening.
Plan the first hour of refreshments in advance. Chill drinks, set out coffee equipment and cups, and place waste bins before doors open; keep a tool case, cable reels, a stepladder and flashlights available for last-minute fixes.

Frequently asked questions

How far in advance should I invite sail fair exhibitors?: Send the first invitations at least 6 to 8 weeks before the fair, especially if exhibitors need to arrange travel or prepare a stand. Set the registration closing date no later than 2 weeks before the event.
When should I make the sail fair stand layout?: Make a first layout as soon as you know the venue dimensions and expected exhibitor count. Finalise stand numbers and the map about 2 weeks before the fair, then check the actual floor and walkways during setup.
When should I send parking information to exhibitors?: Include parking instructions in the exhibitor confirmation and resend them 5 to 7 days before the fair. Mention arrival times, unloading arrangements and where exhibitors should go after unloading.
How early should I test the presentation equipment?: Collect presentations at least 3 days before the fair and test the projector, screen, speakers and microphones before the venue opens. Allow at least 60 minutes on the day for a final sound and connection check.

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.