How to organise a startup fair from start to finish

A startup fair needs more than a room, tables and a list of companies. Start by fixing the date, programme, budget and venue, then build the exhibitor and speaker line-up before opening registration. In the final weeks, confirm every stall, presentation, meal requirement and equipment booking. The last few days are for printing, badges, signs and a clear volunteer plan, so guests can register and move around without asking where to go.

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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 date and program
2 people
3
Prepare the budget
2 people
4
Recruit exhibitors
3 people
5
Approach speakers
2 people
6
Open the registration form
7
Send invitations
2 people
8
Post on social media
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors
2 people
12
Assign stalls
2 people
13
Create the presentation schedule
2 people
14
Order catering
2 people
15
Reserve equipment
16
Order print materials
17
Check permits
18
Check insurance
19
Recruit volunteers
2 people
20
Assign tasks
2 people
21
Send exhibitor information
22
Collect presentations
23
Prepare name badges
2 people
24
Print direction signs
25
Print program leaflets
2 people
26
Test the equipment
2 people
27
Check stock
2 people
28
Do the shopping
2 people
29
Prepare catering
3 people
30
Prepare visitor list
31
Open venue
2 people
32
Mark out stand spaces
3 people
33
Set up tables and chairs
4 people
34
Hang stand banners
3 people
35
Set up exhibitor booths
8 people
36
Set up the presentation area
3 people
37
Connect the projector and screen
2 people
38
Connect sound equipment
2 people
39
Set up registration desk
2 people
40
Put up route signs
2 people
41
Set up the coffee station
2 people
42
Chill drinks
2 people
43
Set out snacks
3 people
44
Do a technical rehearsal
3 people
45
Briefing for reception team
2 people

Event

46
Welcome exhibitors
3 people
47
Register visitors
4 people
48
Hand out name badges
2 people
49
Hand out program brochures
2 people
50
Host the opening
2 people
51
Guide visitors around
3 people
52
Facilitate presentations
2 people
53
Operate microphones
54
Coordinate presentation changes
55
Serve coffee and tea
3 people
56
Refill drinks
2 people
57
Serve snacks
3 people
58
Collect waste
2 people
59
Check toilets
60
Track inventory
61
Maintain contact with exhibitors
2 people
62
Facilitate the networking session
3 people
63
Announce evening program
64
Present closing
2 people
65
See visitors out
3 people

Aftercare

66
Have exhibitors dismantle their booths
4 people
67
Switch off equipment
2 people
68
Remove decorations
3 people
69
Collect tableware
3 people
70
Dispose of waste
3 people
71
Put tables and chairs back
4 people
72
Clean the venue
4 people
73
Check borrowed items
2 people
74
Return equipment
2 people
75
Store leftover stock
2 people
76
Thank exhibitors
77
Follow up with visitors
2 people
78
Check invoices

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 180
Bar stoolsqty 20
Registration desk
Lounge sofasqty 4
High tablesqty 12
Display panelsqty 24
Brochure racksqty 12

Equipment

Projector
Projection screen
Laptopqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 4
Coolersqty 4
Wi-Fi routerqty 2

Decorations

Booth coversqty 12
Company name signsqty 12
Route signsqty 10
Program standsqty 6
Plantsqty 12
Tableclothsqty 24
Buntingqty 8
Name badge holdersqty 180

Tableware

Coffee cupsqty 180
Glassesqty 220
Platesqty 200
Cutlery setsqty 200

Kitchen

Coffee machinesqty 3
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 6
Soup ladlesqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Mopsqty 2
Cleaning bucketsqty 2

Lighting

Standing lampsqty 8
LED light stringsqty 6

Catering

Groceries

Tips

Set the date, programme and budget before recruiting exhibitors. This gives companies a clear offer and lets you estimate how many trade fair tables, chairs and presentation slots you need.
Open registration only after the basic programme and exhibitor list are credible. Ask for dietary requirements in the form, then send invitations and social posts with a firm response deadline.
Assign stalls as soon as exhibitors are confirmed, rather than waiting until the event week. Share stall dimensions, arrival times, Wi-Fi details and presentation deadlines in one information sheet.
Test the presentation setup at least one day beforehand. Check the projector, screen, laptop, speakers, wireless microphones, microphone stands, extension cords and power strips together; a missing adapter can delay the first session.
Plan the guest flow from the entrance to the stalls and talks. Put the registration desk, name badges, programme leaflets and route signs where they are visible before guests arrive, and give volunteers written roles and shift times.

Frequently asked questions

How far in advance should I organise a startup fair?: Allow at least 10 to 12 weeks for a small startup fair. Use the first four weeks for the venue, date, budget, exhibitors and speakers, then leave the final two weeks for confirmations, printing and logistics.
How many exhibitors should a startup fair have?: Choose the number based on the room and programme, not a fixed target. Leave enough space for each trade fair table, company sign and visitor route, and keep presentation slots within the available event hours.
When should startup fair registration open?: Open registration once the date, venue, programme outline and first exhibitors are confirmed, usually 6 to 8 weeks before the fair. Set a closing date several days before the event so you can process registrations and catering numbers.
When should I confirm catering and dietary requirements?: Collect dietary requirements during registration and give the caterer a preliminary headcount about two weeks before the fair. Confirm the final number and serving plan 3 to 5 days before the event.

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.