How to organise a study choice fair
A study choice fair works best when visitors can quickly find the right programme, talk to exhibitors and attend presentations without confusion. Start by fixing the date, venue and programme structure before inviting participating programmes. Then manage registrations, exhibitor assignments, presentation details and practical equipment in that order. The details people often leave too late are dietary requirements, presentation files, name badges, signage and a final test of every screen, microphone and laptop.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Set the date, opening hours and venue before sending invitations. Allow at least 8–12 weeks for contacting programmes, opening registration and collecting the information needed for the venue map.
- Build the visitor route around the information desks, exhibitor areas and presentation spaces. Place signs at entrances and decision points, and keep a printed participant list available for the registration team.
- Close visitor registration early enough to process confirmations and dietary requirements. A deadline 7–10 days before the fair gives you time to prepare name badges, catering numbers and seating.
- Confirm each presenter and collect every presentation at least 3 working days before the event. Test the files on the actual laptop and projector, and keep copies on a USB stick in case a device or connection fails.
- Check the room and equipment the day before, including microphones, speakers, extension cords, power strips and chargers. On the morning itself, allow 60–90 minutes to arrange tables and chairs, set up signs, prepare coffee and test presentations again.
Frequently asked questions
- How far in advance should you organise a study choice fair?
- Start planning 8–12 weeks before the fair. Reserve the venue first, then contact participating programmes and open registration; keep the final 7–10 days for confirmations, catering numbers and badges.
- When should exhibitors receive their final assignment?
- Send definitive exhibitor assignments about 2–3 weeks before the fair. This gives programmes time to prepare their presentation, staffing and equipment needs while you can still adjust the venue map.
- When should presentations be submitted and tested?
- Collect presentations at least 3 working days before the event and test them on the planned laptop, projector and screen. Bring the final files on a USB stick as a backup.
- How much time is needed to set up a study choice fair?
- Plan 60–90 minutes for the final setup, depending on the number of presentation spaces and exhibitor tables. Add extra time if you need to arrange information desks, signage, catering, microphones and visitor registration.