How to organise a trade fair from start to finish

A successful trade fair starts with the floor plan, not the decorations. Reserve the booth space first, then build your participant list, send invitations and track registrations so you know how many badges, brochures and refreshments to prepare. In the final weeks, confirm staff shifts, demonstrations, dietary requirements and printed materials. On setup day, check the booth space before unloading, then install the floor, backdrops, banners, furniture and equipment in that order. Finish by testing every demo and preparing the registration desk.

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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 booth space
2
Compile the participant list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Schedule booth staff
7
Set product demonstrations
2 people
8
Design promotional materials
2 people
9
Print flyers and price lists
10
Prepare visitor badges
11
Select construction samples
2 people
12
Test demo equipment
2 people
13
Check stock
2 people
14
Do the shopping
2 people
15
Label the materials
2 people
16
Load transport
3 people

Event

17
Check booth space
2 people
18
Lay the booth flooring
3 people
19
Set up backdrops
3 people
20
Hang banners
2 people
21
Set up tables and chairs
3 people
22
Display construction samples
3 people
23
Connect demo equipment
2 people
24
Set up coffee station
2 people
25
Set up registration desk
2 people
26
Conduct a safety check
2 people
27
Open the booth
2 people
28
Register visitors
2 people
29
Welcome visitors
3 people
30
Give Product Demonstrations
2 people
31
Hand out flyers
2 people
32
Serve coffee and tea
2 people
33
Serve snacks
2 people
34
Refill drinks
35
Empty trash bins
36
Keep worktops clean
37
Inform last visitors
2 people

Aftercare

38
Turn Off Demo Equipment
2 people
39
Gather promotional materials
3 people
40
Take down stand furniture
4 people
41
Clean the booth
3 people
42
Reload materials
3 people
43
Dispose of waste
2 people
44
Clean the tableware and tools
2 people
45
Return rental items
2 people
46
Set aside damaged materials
47
Digitize contact details
2 people

What to bring

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

Furniture

Standing tablesqty 4
Beer tablesqty 2
High tablesqty 4
Folding chairsqty 12
Bar stoolsqty 6
Storage racksqty 3
Waste binsqty 3

Decorations

Back wall panelsqty 4
Company bannersqty 3
Tableclothsqty 6
Directional signsqty 4
Brochure holdersqty 4
Name badge holdersqty 20
Flyersqty 500
Product brochuresqty 250
Price listsqty 100
Visitor badgesqty 150
Pensqty 30

Equipment

Laptopqty 2
Tabletsqty 2
Monitor screen
Product demosqty 3
Extension cordsqty 6
Power stripsqty 4
USB chargersqty 6
Tool casesqty 2
Measuring tapesqty 4

Lighting

LED spotlightsqty 6
Desk lampsqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 4
Corkscrewsqty 2
Washing-up tubsqty 2

Safety

Work glovesqty 12
Safety gogglesqty 12
Barrier tapeqty 2
Cable matsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12
Storage cratesqty 12

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the fair. Use the final participant list to prepare visitor badges, assign staff shifts and estimate brochures, price lists and refreshments.
Test each laptop, tablet, screen and product demonstration before transport. Pack extension cords, power strips, USB chargers and tool cases together so one missing cable does not stop a demo.
Load the transport in setup order: booth flooring and back wall panels first, followed by tables, chairs, banners, brochures and demonstration equipment. Keep badges and registration materials accessible rather than buried under furniture.
Allow at least 2 hours for booth setup before visitors arrive. Check the booth space, lay the floor, install backdrops and banners, arrange furniture, then connect and test the demonstration equipment.
Prepare a simple refill check for every 60 minutes during the fair. Staff should check brochures, price lists, visitor badges, pens, reusable cups and waste bins before supplies run out.

Frequently asked questions

How early should I start organising a trade fair?: Start at least 8 to 12 weeks before the event. Reserve the stand space first, then allow time for invitations, registrations, printed materials, staffing and equipment testing.
When should trade fair invitations be sent?: Send the first invitations 6 to 8 weeks before the fair and set the registration deadline about 7 days before opening. Send a reminder 10 to 14 days before the event to catch late registrations.
How long does it take to set up a trade fair booth?: Allow at least 2 hours for a standard booth with flooring, backdrops, banners, furniture and demonstration equipment. Add extra time if several product demonstrations or large construction samples need to be installed.
How many staff members do I need at a trade fair booth?: Plan for at least 2 people on the stand at any time, so one person can speak with visitors while the other handles registration, demonstrations or short breaks. For busy periods, schedule a third person or overlapping shifts.

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.