How to organise a sustainability fair from start to finish

A sustainability fair needs more than exhibitors and reusable cups. Start by fixing the date, programme and rooms, then build the exhibitor line-up and open registration early enough to estimate attendance. In the final weeks, confirm every exhibitor, map the booths, check power and fire safety, and prepare clear visitor routes. The day before, test presentation equipment, chill drinks and stage reusable tableware so the event runs without last-minute shopping.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Reserve the venue and rooms
3
Contact exhibitors
2 people
4
Invite speakers
2 people
5
Publish registration form
6
Send invitations
2 people
7
Post promotion on social media
8
Distribute posters
3 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors definitively
2 people
12
Create the booth layout
2 people
13
Print program and times
2 people
14
Prepare name badges
2 people
15
Prepare route signs
2 people
16
Check permits and notifications
17
Check power outlets
2 people
18
Check fire safety
2 people
19
Order catering
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Collect materials
2 people
23
Test the equipment
2 people
24
Prepare food
4 people
25
Stock the refrigerators
2 people

Event

26
Open venue
2 people
27
Receive deliveries
3 people
28
Set up tables and chairs
5 people
29
Build stage walls
4 people
30
Welcome exhibitors
3 people
31
Hand Out Booth Materials
2 people
32
Hang up decorations
3 people
33
Place route signs
2 people
34
Set up registration desk
2 people
35
Lay out program brochures
2 people
36
Prepare coffee and tea
2 people
37
Set out snacks
3 people
38
Set up the cloakroom
2 people
39
Set up the sound system
2 people
40
Set up presentations
2 people
41
Staff the information desk
2 people
42
Register visitors
4 people
43
Welcome visitors
2 people
44
Host the opening
2 people
45
Guide speakers
2 people
46
Support presentations
2 people
47
Support exhibitors
2 people
48
Serve coffee and tea
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Check waste streams
2 people
52
Check sanitary facilities
53
Maintain the break room
2 people
54
Take photos
55
Answer visitor questions
2 people
56
Announce the closing
57
See visitors out
3 people
58
Have exhibitors take down their stands
3 people

Aftercare

59
Clear away food and drinks
3 people
60
Dispose of waste separately
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
5 people
63
Dismantle booth walls
4 people
64
Clean the venue
4 people
65
Gather equipment and cables
2 people
66
Inventory materials
2 people
67
Return rental items
2 people
68
Register lost and found items
69
Archive photos and files
70
Send thank-you message
2 people
71
Archive attendance list

What to bring

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

Furniture

Trade show boothsqty 20
Standing tablesqty 20
Visitor chairsqty 120
Foldable tablesqty 12
Bar stoolsqty 12
Coat racksqty 3
Waste binsqty 8
Stoolsqty 10

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Mixer
Extension cordsqty 10
Power stripsqty 12
USB sticksqty 4
Power banksqty 4

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable mugsqty 150
Reusable glassesqty 150
Reusable platesqty 150
Reusable cutleryqty 180
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 18

Registration

Registration tablesqty 2
Name badge holdersqty 250
Pensqty 40
Clipboardsqty 8
Wristbandsqty 250

Promotion

Program leafletsqty 250
Stand number signsqty 20
Directional signsqty 18
Postersqty 30
Information bannersqty 8
Arrow stickersqty 40

Decorations

Houseplantsqty 20
Burlap table runnersqty 20
Reusable buntingqty 8
Chalkboardsqty 10
Chalk markersqty 20

Catering

Groceries

Tips

Set the programme before contacting exhibitors and speakers. Leave at least 30 minutes between major sessions so visitors can move between booths and speakers can reset their equipment.
Open registration as soon as the core programme is confirmed. Collect dietary requirements during registration, then use the final attendee count to adjust catering rather than guessing a week before the fair.
Confirm exhibitors twice: once when they agree and again about 7 days before the event. Use the final list to complete the booth layout, name badges, programme and route signs.
Check every power outlet and test laptops, projectors, screens, speakers, microphones and the mixer at least one day in advance. Bring extension cords, power strips, USB sticks and power banks because presentation problems are usually discovered too late.
Plan the waste and refreshment points before setting up furniture. Place waste bins where visitors naturally stop, and count reusable mugs, glasses, plates and cutlery before catering arrives so replacements can be arranged before opening.

Frequently asked questions

How far in advance should I organise a sustainability fair?: Start planning at least 8 to 12 weeks ahead. Reserve the venue and rooms first, then allow several weeks to contact exhibitors, invite speakers, publish registration and promote the programme.
When should exhibitors be confirmed for a sustainability fair?: Ask for a definitive confirmation about 7 days before the fair. This gives you time to update the booth layout, badges, printed programme, power plan and visitor signage.
How do I plan catering for a sustainability fair?: Use registration numbers and dietary requirements to place the catering order around 7 days before the event, then recheck the headcount 2 to 3 days beforehand. Prepare reusable tableware, coffee machines, kettles, thermos flasks and coolers before guests arrive.
What should I check at the venue before a sustainability fair?: Complete the practical venue check at least 1 week before opening: confirm permits or notifications, fire safety, room access and power outlets. Repeat a short walk-through the day before to catch blocked routes or missing equipment.

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.