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 fixing the date, opening hours and venue, then confirm exhibitors before promoting registration to visitors. The busiest preparation period usually involves stand allocation, attendee data, badges, catering and technical checks. Use this plan to keep exhibitors informed, prepare the registration desk and make sure presentations, signage and refreshments are ready before doors open.

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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 trade fair date and times
2 people
2
Confirm the trade fair venue
2 people
3
Select exhibitors
3 people
4
Invite exhibitors
2 people
5
Invite attendees
2 people
6
Publish registration form
7
Start social media promotion
2 people
8
Send newsletter
9
Create the booth layout
2 people
10
Assign stand numbers
11
Send exhibitor information
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Check name details
2 people
15
Prepare badges
2 people
16
Print the visitor list
17
Call Exhibitors Back
2 people
18
Order catering
2 people
19
Order drinks
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Confirm catering delivery
23
Check equipment
2 people
24
Collect presentations
25
Prepare route signs
2 people
26
Print the program
2 people
27
Sort materials
3 people
28
Welcome exhibitors
3 people
29
Check unloading of transport
3 people
30
Set up tables and chairs
5 people
31
Build stage walls
5 people
32
Hang up stand numbers
2 people
33
Place tablecloths
3 people
34
Place promotional materials
4 people
35
Set up registration desk
2 people
36
Lay out badges
2 people
37
Build the catering buffet
4 people
38
Chill drinks
2 people
39
Set up the coffee and tea station
2 people
40
Connect the technical equipment
2 people
41
Test presentations
2 people
42
Check the lighting
2 people
43
Clear emergency routes
2 people
44
Signpost the entrance
2 people
45
Set up the press room
2 people
46
Brief the opening team
3 people

Event

47
Staff the registration desk
3 people
48
Hand out visitor badges
3 people
49
Welcome exhibitors
2 people
50
Direct visitors to booths
2 people
51
Announce the opening
52
Facilitate presentations
2 people
53
Manage microphone
54
Serve coffee and tea
3 people
55
Serve snacks
4 people
56
Refill drinks
2 people
57
Restock the buffet
2 people
58
Empty trash bins
2 people
59
Check toilets
60
Provide visitor information
2 people
61
Guide photo moments
62
Announce the closing
63
Escort the last visitors
2 people

Aftercare

64
Check out exhibitors
2 people
65
Gather promotional materials
3 people
66
Switch off the equipment
2 people
67
Dismantle booth walls
5 people
68
Clear tables and chairs
5 people
69
Collect tableware
3 people
70
Wash dishes
3 people
71
Pack leftovers
2 people
72
Sort waste
3 people
73
Clean the venue
4 people
74
Return materials
3 people
75
Return rental items
2 people
76
Register lost property
77
Send thank-you message

What to bring

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

Furniture

Standing tablesqty 20
Visitor tablesqty 12
Chairsqty 80
Registration desk
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 8
Display wallsqty 20
Tableclothsqty 32

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 2
Presentation clickerqty 2
Cable matsqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 160
Wine glassesqty 120
Platesqty 120
Coffee spoonsqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 12
Thermos flasksqty 6

Decorations

Entrance banner
Directional signsqty 12
Booth numbersqty 20
Program standsqty 6
Table signsqty 20
Flower arrangementsqty 8
Buntingqty 6
Poster puttyqty 6
Double-sided tapeqty 12
Ropeqty 2
Scissorsqty 6
Staplersqty 4
Spare pensqty 30

Catering

Badge holdersqty 140
Lanyardsqty 140
Name stickersqty 150
Distribution traysqty 40
Serving plattersqty 20
Drink dispensersqty 4
Coffee filtersqty 150
Sugar bowlsqty 6
Milk jugsqty 6
Bottle openersqty 4
Groceries

Cleaning

Vacuum cleaner
Mop setsqty 2
Cleaning bucketsqty 3
Hand broomsqty 3
Dustpansqty 3
Toilet brushesqty 3
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Lighting

LED lampsqty 12
Light cablesqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving knivesqty 6
Pliersqty 6
Ice packsqty 20
Storage binsqty 20
Aluminum foilqty 4
Cling filmqty 4
Kitchen glovesqty 4
Serving cartsqty 2

Tips

Confirm the venue, date and opening hours before inviting exhibitors. Then set a firm deadline for exhibitor replies so you can create the stand layout with accurate numbers rather than provisional bookings.
Send exhibitors their stand number, arrival instructions and equipment details in one information pack at least 7 days before the fair. Ask for presentations and final company or speaker names by a fixed deadline.
Open visitor registration as soon as the exhibitor list is stable, then check name details and dietary requirements in the final week. Print the visitor list and prepare badges no later than the day before the event.
Treat catering and drinks as separate orders and confirm the delivery time with the supplier. Recheck the shopping list and quantities 24 hours beforehand, including coffee supplies, glasses, plates and cutlery.
Run a technical and room check before exhibitors arrive: test the projector, screen, speakers, wireless microphones and presentation laptop, and cover cables with cable mats. Put route signs up before registration opens so visitors do not need directions at the busiest moment.

Frequently asked questions

How far in advance should I organise a trade fair?: Start planning at least 8 to 12 weeks before the fair. Fix the venue and date first, invite exhibitors next, and allow the final 2 weeks for registrations, badges, catering and technical checks.
When should I invite trade fair exhibitors?: Invite exhibitors immediately after the date, opening hours and venue are confirmed, ideally 8 weeks before the event. Set a reply deadline within 10 to 14 days so you can assign stand numbers and publish accurate information.
When should trade fair visitor registration open?: Open registration once the basic exhibitor list and event details are confirmed, usually 4 to 6 weeks before the fair. Close or review the list 1 to 2 days beforehand so badges, name details and dietary requirements are current.
How do I prepare a trade fair stand layout?: Create the layout after the exhibitor deadline, normally 3 to 4 weeks before the fair. Number every stand, check access routes and registration flow, then send each exhibitor their location at least 7 days before opening.

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