How to organise a trade fair without last-minute problems

A trade fair becomes manageable when you fix the date, room layout and exhibitor requirements before opening visitor registration. Start by confirming how many stands the room can hold, then invite exhibitors and collect their stand dimensions, technical needs and dietary requirements. After that, build the visitor journey: registration, parking information, maps, badges and signage. The final week is for deliveries, equipment tests and staff briefings—not for solving missing power, screens or exhibitor materials.

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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 venue and room layout
2 people
3
Invite exhibitors
2 people
4
Send visitor invitations
2 people
5
Open the registration form
6
Register exhibitors
2 people
7
Collect stand dimensions
8
Update participant list
9
Collect dietary requirements
10
Book catering
2 people
11
Send parking information
12
Create a visitor map
2 people
13
Arrange exhibitor booths
2 people
14
Compile program
2 people
15
Coordinate deliveries with exhibitors
2 people
16
Order badges and wristbands
17
Design signage
18
Gather promotional materials
2 people
19
Check technical setup and power outlets
2 people
20
Brief the hosts
2 people
21
Check visitor registration
22
Prepare name badges
2 people
23
Assemble information folders
2 people
24
Check groceries
2 people
25
Set out supplies and materials
2 people
26
Confirm the venue and keys
27
Brief exhibitors on reception
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people

Event

30
Open venue
2 people
31
Welcome exhibitors
4 people
32
Supervise loading and unloading
4 people
33
Set up tables and chairs
4 people
34
Set up exhibition walls
4 people
35
Number the stands
2 people
36
Hang up signage
2 people
37
Set up registration desk
2 people
38
Connect the technical equipment
2 people
39
Test presentations
2 people
40
Set up the catering buffet
3 people
41
Set out coffee and tea
2 people
42
Lay out badges
2 people
43
Check safety route
2 people
44
Give staff briefing
3 people
45
Welcome visitors
4 people
46
Register visitors
4 people
47
Hand out badges
3 people
48
Support exhibitors
3 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Announce the program
55
Facilitate presentations
2 people
56
Operate lighting and sound
2 people
57
Inform visitors about departure
2 people
58
See off the last exhibitors
3 people

Aftercare

59
Dismantle stand materials
4 people
60
Dismantle furniture
4 people
61
Switch off the equipment
2 people
62
Pack up materials
3 people
63
Wash dishes
3 people
64
Sort and remove waste
3 people
65
Clean the rooms
4 people
66
Clean the restrooms
2 people
67
Check borrowed items
2 people
68
Pack return shipments
2 people
69
Inform exhibitors about returns
70
Return rental items
2 people
71
Collect lost items
2 people
72
Collect expenses and invoices
73
Send thank-you message
74
Archive visitor data

What to bring

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

Furniture

Trade fair tablesqty 35
Chairsqty 120
Registration tablesqty 3
Bar stoolsqty 12
Display wallsqty 35
Clothes racksqty 6
Waste binsqty 12

Equipment

Laptopqty 3
Presentation screensqty 3
Projectorsqty 2
Projector screensqty 2
Microphonesqty 3
Speakersqty 4
Extension cordsqty 12
Power stripsqty 15
Cable reelsqty 4
Charging stationsqty 3
Walkie-talkiesqty 8
Handheld scannersqty 3
Tool casesqty 3

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef and serving knivesqty 8
Storage binsqty 20
Pliersqty 12
Small bowlsqty 20

Decorations

Company flagsqty 12
Plantsqty 20
Table runnersqty 35
Counter skirtsqty 3
Logo backdropsqty 3
Lanyardsqty 350
Name badge holdersqty 350
Booth numbersqty 40
Information boardsqty 12
Directional signsqty 20
Floor stickersqty 30

Lighting

LED spotlightsqty 16
Atmosphere lightsqty 12
Light standsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 30

Catering

Groceries

Tips

Set the room layout before confirming exhibitors. Leave clear routes between trade fair tables and display walls, and reserve space for registration tables, catering and waste bins rather than filling every available metre.
Collect exhibitor details on a fixed deadline, ideally at least 2 weeks before the fair. Ask for stand dimensions, delivery times, power requirements and promotional materials in one form so the participant list stays usable.
Open visitor registration only after the programme, parking instructions and room plan are stable. Send the visitor map and arrival information at least 3 days before the event, then prepare name badges from the final registration list.
Test the technical setup the day before opening. Check every presentation screen, projector, microphone, speaker, extension cord and power strip at the actual stand or presentation position; bring cable reels and a tool case for quick fixes.
Brief hosts on arrival and escalation procedures before doors open. Give them the registration process, exhibitor list, programme and walkie-talkies, and keep spare badges, information folders and supplies at the registration desk.

Frequently asked questions

How far in advance should you organise a trade fair?: Start planning at least 8 to 12 weeks before the fair. Set the date and venue first, invite exhibitors next, and leave the final 7 days for deliveries, equipment checks, badges and staff briefings.
When should I invite trade fair exhibitors?: Invite exhibitors 6 to 8 weeks before the event and set a firm response deadline. Collect stand dimensions, delivery details, power needs and dietary requirements no later than 2 weeks before the fair.
How many registration tables do I need for a trade fair?: Plan one registration position for roughly every 75 to 100 expected visitors arriving during the busiest hour. Add a separate table for badges or information folders if one desk would otherwise slow down check-in.
When should visitor registration close for a trade fair?: Close online registration 24 to 48 hours before the fair if you need printed badges and a final catering count. Keep a small number of blank badges and a manual check-in option for late arrivals.

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.