How to organise a trade fair without missing the details

Organising a trade fair starts with the floor plan, not the printed badges. Fix the date and venue, build the exhibitor list, then assign each pitch before opening registration. After that, manage exhibitor information, visitor sign-ups, catering, presentations and technical equipment as separate workstreams. The details that cause trouble are usually late dietary requirements, unclear booth locations, missing power and incorrect badge data. Use the plan below to keep decisions in the right order and give exhibitors clear deadlines.

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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 fair date and location
2 people
2
Compile exhibitor list
2 people
3
Design the trade show floor plan
2 people
4
Assign pitch locations
2 people
5
Prepare exhibitor terms and conditions
2 people
6
Open participant registration
2 people
7
Send invitations
2 people
8
Publish the fair program
2 people
9
Confirm speakers and demonstrations
2 people
10
Book catering
11
Check registration details
2 people
12
Collect dietary requirements
2 people
13
Order badges and wristbands
14
Order trade show materials
2 people
15
Send exhibitor information
2 people
16
Process registrations
2 people
17
Send parking information
18
Collect presentations
19
Confirm booth staff
2 people
20
Prepare name badges
2 people
21
Print direction signs
22
Print booth numbers
23
Export visitor list
24
Check badge details
2 people
25
Do the shopping
2 people
26
Bring materials to the venue
3 people
27
Open venue
2 people
28
Check floor and entrance
2 people
29
Build stage walls
4 people
30
Set up standing tables and chairs
4 people
31
Hang up stand numbers
2 people
32
Set up registration desk
2 people
33
Set up the presentation area
3 people
34
Test the projector and screen
2 people
35
Test the microphone and laptop
2 people
36
Check lighting and cables
2 people
37
Set up signage
2 people
38
Distribute promotional materials per booth
2 people
39
Set Up Coffee and Water Stations
2 people
40
Set out snacks
3 people
41
Lay out badges
2 people

Event

42
Welcome exhibitors
3 people
43
Guide exhibitors to their booths
3 people
44
Staff the registration desk
3 people
45
Welcome visitors
3 people
46
Hand out badges
2 people
47
Explain the program and route
2 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Facilitate presentations
2 people
52
Welcome speakers
53
Announce presentations
54
Operate technical equipment during presentations
55
Answer questions at the booths
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Set up the evening drinks reception
3 people
59
Serve the evening drinks reception
3 people
60
See off guests and manage departure
2 people
61
Check out exhibitors
2 people

Aftercare

62
Secure presentation materials
2 people
63
Dismantle booth materials
4 people
64
Collect furniture
4 people
65
Remove decorations
2 people
66
Pack equipment
2 people
67
Wash dishes
3 people
68
Sort and remove waste
2 people
69
Clean the floor and tables
3 people
70
Clean the restrooms
2 people
71
Check borrowed materials
2 people
72
Return materials
2 people
73
Store leftover stock
2 people
74
Register lost and found items
75
Send thank-you message to exhibitors
76
Send follow-up messages to visitors
2 people

What to bring

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

Furniture

Display wallsqty 50
Standing tablesqty 50
Visitor chairsqty 120
Foldable tablesqty 12
Registration deskqty 2
Lounge armchairsqty 12
High tablesqty 12
Dressing tablesqty 4
Waste binsqty 16
Clothes racksqty 4

Tableware

Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 120
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Presentation clicker
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 6
USB sticksqty 4
Coolersqty 6
Coffee machinesqty 4
Kettlesqty 3
Hot platesqty 4
Handheld scannersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Serving spoonsqty 8
traysqty 12
Ice packsqty 24

Decorations

Company flagsqty 12
Plantsqty 24
Tableclothsqty 20
Bannersqty 12
Name badge holdersqty 60
Photo backdrop

Lighting

LED string lightsqty 12
LED floor lampsqty 8
Emergency lightingqty 4

Catering

Badge holdersqty 350
Lanyardsqty 350
Napkinsqty 500
Paper cupsqty 400
Name stickersqty 400
Pen setsqty 30
Notepadsqty 350
Serving traysqty 12
Groceries

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning sprayqty 6
Microfiber clothsqty 30
Trash bag holdersqty 16
Toilet brushesqty 4
Rubber glovesqty 12

Tips

Create the floor plan before sending invitations. Include display walls, tables, visitor seating, the registration desk and clear routes, then assign pitch locations using booth numbers that match the published information.
Set an exhibitor information deadline at least 7 days before the fair. Collect booth staff names, presentations, demonstrations and technical requirements before you print badges or finalise the programme.
Check registration data twice before ordering badges and wristbands. Export the visitor list, compare names and company details with the registration records, and leave at least 3 working days for corrections.
Test every presentation setup before doors open. Connect the laptop, projector, screen, wireless microphone, clicker, extension cords, power strips and cable reels, then run a full sound and image check.
Confirm catering quantities after collecting dietary requirements, not before. Finalise the headcount and special meals 3 to 5 days ahead, and check that cups, glasses, plates, cutlery, serving platters and waste bins are ready for service.

Frequently asked questions

How early should you start organising a trade fair?: Start at least 12 weeks before the fair if you need exhibitors, speakers, demonstrations and catering. Fix the date and location first, then allow 2 to 3 weeks to build the exhibitor list and floor plan before opening registration.
When should trade fair registration open?: Open registration once the venue, floor plan, exhibitor terms and initial programme are confirmed, usually 8 to 10 weeks before the event. Close or review registrations 3 to 5 days before the fair so badges, catering and visitor lists can be checked.
How do you plan a trade fair floor layout?: Assign every exhibitor a numbered pitch before publishing the programme. Leave clear routes between display walls, standing tables, visitor chairs, the registration desk and presentation areas, and allow at least one full setup check before opening.
When should trade fair badges be ordered?: Order badges and wristbands after registration details have been checked and no later than 3 working days before the fair. Keep a small set of blank or spare badges available for last-minute staff changes and corrections.

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.