How to organise a trade fair from start to finish

A successful trade fair depends on decisions being made in the right order. Start by defining the date, audience and venue, then build the exhibitor list before opening registration. Once stands, catering, the programme and practical information are fixed, focus on visitor flow, signage and technical checks. The final week is for confirming names, collecting presentation materials and briefing exhibitors—not for solving basic layout or access problems.

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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
Set the date and target audience
2 people
2
Reserve the venue and room layout
2 people
3
Compile exhibitor list
2 people
4
Send invitations
2 people
5
Open the registration form
6
Send exhibitor terms and conditions
2 people
7
Assign pitch locations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Finalize the program
2 people
11
Send parking information
12
Design signage
13
Prepare name badges
2 people
14
Check participant list
2 people
15
Book catering
2 people
16
Collect presentation materials
2 people
17
Test the equipment
2 people
18
Brief exhibitors on practical matters
2 people
19
Buy office supplies
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Open venue
2 people
23
Cordon off the loading and unloading area
2 people
24
Set up tables and chairs
4 people
25
Set up exhibition walls
4 people
26
Number exhibitor booths
2 people
27
Distribute power outlets
2 people
28
Set up registration desk
2 people
29
Hang up signage
2 people
30
Hang up decorations
2 people
31
Set up the presentation area
3 people
32
Set out promotional materials per booth
2 people
33
Set up coffee station
2 people
34
Set up catering
3 people
35
Prepare the registration list
36
Test the equipment and microphone
2 people
37
Briefing for reception team
3 people

Event

38
Register visitors
3 people
39
Hand out badges
2 people
40
Guide exhibitors to their booths
2 people
41
Inform visitors
2 people
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Announce presentations
45
Facilitate presentations
2 people
46
Refill drinks
2 people
47
Refill buffet
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Pass on booth questions
51
Track participant numbers
52
Announce the finish signal
53
Check out exhibitors
2 people
54
Register lost and found items

Aftercare

55
Have exhibitors dismantle their booths
4 people
56
Collect stand materials
3 people
57
Switch off equipment
2 people
58
Clear away drinks and food
3 people
59
Wash dishes
2 people
60
Sort and remove waste
3 people
61
Clean the venue
4 people
62
Put the tables and chairs back
4 people
63
Move equipment to storage
3 people
64
Return rental equipment
2 people
65
Secure lost property
66
Handle outstanding exhibitor questions
2 people
67
Send thank-you message
68
Collect invoices and receipts

What to bring

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

Furniture

Tablesqty 35
Chairsqty 110
High tablesqty 12
Display wallsqty 30
Table skirtsqty 35
Clothes racksqty 6
Bollardsqty 12

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 12
Power stripsqty 15
Cable traysqty 10
Coolersqty 6
Laptop locksqty 3

Lighting

LED lampsqty 12
Desk lampsqty 12

Communication

Name badge holdersqty 120
Badge clipsqty 120
Program bookletsqty 120
Floor plansqty 120
Table signsqty 30
Directional signsqty 20
Registration foldersqty 3
Clipboardsqty 6
Pensqty 40
Markersqty 20
Tapeqty 12
Velcro stripsqty 10
Scissorsqty 6

Decorations

Plantsqty 12
Buntingqty 8
Logo bannersqty 6
Table décorqty 20

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving traysqty 8
Pliersqty 8
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Waste binsqty 12

Catering

Groceries

Tips

Reserve the venue and confirm the room layout before assigning stands. Mark space for tables, stand walls, high tables, presentation areas and a clear loading zone so exhibitors know exactly where to go.
Open registration only after exhibitor terms, stand options and practical conditions are ready. Keep a live participant list and close the main data check at least 3 days before the fair.
Send parking information, the floor plan, directions and arrival instructions before the event. Exhibitors should receive their stand number, unloading procedure and setup time in one practical briefing.
Test projectors, screens, speakers, wireless microphones, laptops and extension leads before doors open. Allow at least 60 minutes on the day for a second check after tables, stand walls and cable trays are in place.
Prepare badges, programme booklets, maps, table signs, clipboards, pens and markers before opening the venue. Put registration materials at the entrance and keep spare stationery and badge holders behind the desk.

Frequently asked questions

How far in advance should you organise a trade fair?: Start planning at least 12 weeks ahead for a small or medium-sized trade fair. Confirm the venue and audience first, then allow several weeks for exhibitor invitations, registrations, stand allocation and the programme.
When should trade fair exhibitors receive their stand allocation?: Send confirmed stand assignments at least 2 weeks before the event. Include the floor plan, setup time, loading-zone instructions, parking details and any requirements for presentations or equipment.
How do you plan the layout of a trade fair?: Create the layout after confirming the exhibitor list and venue dimensions. Leave clear visitor routes, position registration near the entrance, and reserve space for presentations, catering, power access and unloading.
When should you test the technology for a trade fair?: Complete a full technical test at least 1 day before the fair, including projectors, screens, speakers, microphones and laptops. Repeat a shorter check 60 minutes before opening because furniture and cables may have changed the setup.

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.