How to organise a trade fair without last-minute problems

Organising a trade fair starts with the venue, date and exhibitor offer—not with the floor plan. Set the participation rules first, then build the exhibitor list, open registrations and promote the event to visitors. In the final weeks, confirm every exhibitor, collect dietary requirements, test the technical setup and turn the layout into clear instructions. This approach prevents common delays such as missing badges, unclear parking information and stands without enough power or furniture.

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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 venue
2
Set the trade fair date
2 people
3
Create exhibitor list
2 people
4
Set participant terms
2 people
5
Invite exhibitors
2 people
6
Open the registration form
7
Invite attendees
2 people
8
Post promotion online
2 people
9
Distribute promotion
2 people
10
Process registrations
2 people
11
Confirm exhibitors
2 people
12
Collect dietary requirements
13
Create the booth layout
2 people
14
Compile program
2 people
15
Book catering
16
Create parking information
17
Create floor plan
18
Order badges and wristbands
19
Prepare signage
2 people
20
Test the equipment
2 people
21
Send exhibitor information
22
Process final registrations
2 people
23
Print visitor list
24
Check stock
2 people
25
Do the shopping
2 people
26
Bring materials to the venue
3 people

Event

27
Open venue
2 people
28
Receive deliveries
3 people
29
Set up tables and chairs
4 people
30
Set out pitches
3 people
31
Set up booth furniture
4 people
32
Welcome exhibitors
3 people
33
Hand Out Booth Materials
2 people
34
Hang up decorations
3 people
35
Set up signage
2 people
36
Set up registration desk
2 people
37
Set up the catering buffet
3 people
38
Prepare coffee and tea
2 people
39
Set up the sound system
2 people
40
Test presentations
2 people
41
Conduct a safety check
2 people
42
Brief the reception team
4 people
43
Give exhibitor briefing
2 people
44
Staff the registration desk
3 people
45
Welcome visitors
3 people
46
Hand out badges
2 people
47
Explain the program
2 people
48
Support exhibitors
2 people
49
Facilitate presentations
2 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Keep Track of the Coffee Station
53
Restock the buffet
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Check the route and booths
2 people
57
Announce evening program
58
Do a final round past the stands
2 people
59
See visitors out
3 people
60
Have exhibitors dismantle their booths
3 people

Aftercare

61
Collect lost and found items
62
Switch off equipment
2 people
63
Collect stand materials
3 people
64
Dismantle tables and chairs
4 people
65
Collect tableware
2 people
66
Sort waste
2 people
67
Clean the venue
4 people
68
Clean the restrooms
2 people
69
Return materials
3 people
70
Return rental items
2 people
71
Store leftover stock
2 people
72
Send the exhibitor thank-you message
73
Send a thank-you message to visitors
74
Share photos with participants

What to bring

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

Furniture

Exhibition tablesqty 30
Bistro tablesqty 12
Chairsqty 180
High tablesqty 10
Table skirtsqty 30
Registration desk
Stoolsqty 8

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Cable matsqty 12
Flip chartsqty 4
Markersqty 24
Pensqty 100

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 8
Coolersqty 6
Serving traysqty 8
Serving jugsqty 6

Decorations

Company bannersqty 6
Flagsqty 12
Balloonsqty 100
Table décorqty 30
Name badge holdersqty 40

Lighting

LED spotlightsqty 12
String lightsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4
Waste binsqty 12

Catering

Groceries

Tips

Fix the venue and date before inviting exhibitors. Allow at least 8 to 12 weeks for exhibitor registration, visitor promotion and ordering badges, signage and printed materials.
Define the exhibitor conditions before opening the registration form, including stand size, arrival time, equipment included and the final date for changes. Send each confirmed exhibitor one complete information sheet.
Create the floor plan only after you have a realistic exhibitor list. Leave clear routes to the registration desk, catering and exits, and check every stand for access to extension cords, power strips and cable mats.
Treat visitor registration and exhibitor confirmation as two separate deadlines. Print the visitor list after final registrations close, and keep a small process for late arrivals rather than changing the whole check-in setup.
Run a technical and catering check at least one day before opening. Test laptops, projectors, screens, speakers, microphones and the mixing desk, while checking coffee machines, thermos flasks, cups, glasses and serving equipment.

Frequently asked questions

How long does it take to organise a trade fair?: Allow 8 to 12 weeks for a small or medium-sized trade fair. Use the first 2 weeks to secure the venue, date and conditions, then leave at least 4 weeks for exhibitor and visitor registrations.
When should I invite exhibitors to a trade fair?: Invite exhibitors as soon as the venue, date and participation conditions are fixed, preferably 8 to 10 weeks before the event. Set a confirmation deadline around 3 weeks before opening so the stand layout and exhibitor information can be completed.
How do you plan a trade fair floor layout?: Draft the floor plan once the exhibitor list is mostly complete, usually 3 to 4 weeks before the event. Mark every exhibition table, chair, high table, registration point, catering area, exit and power route before sending it to exhibitors.
What equipment is needed for a trade fair?: For each stand, confirm the required tables, chairs and power access, then add registration laptops, charging stations and signage. Test presentation equipment, microphones and speakers at least 24 hours before visitors arrive, and bring spare extension cords and power strips.

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.