How to organise a trade fair without losing control

Organising a trade fair starts with the venue, date and opening hours, but the difficult work is coordinating exhibitors, visitors, deliveries and the exhibition floor. Build the floor plan before assigning booths, then use it to guide exhibitor information, signage and safety checks. Keep registration, badges, dietary requirements and catering connected from the start. In the final week, focus on deliveries, equipment, print materials and a timed run sheet so the event team knows what happens next.

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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 opening hours
2
Reserve the venue and exhibition floor
3
Creating a floor plan of the exhibition hall
2 people
4
Contact exhibitors
2 people
5
Open the exhibitor registration form
6
Send invitations to visitors
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign booth spaces to exhibitors
2 people
10
Send exhibitor information
11
Place catering order
12
Design name tags and badges
13
Design signage
14
Record the program and demonstrations
2 people
15
Register exhibitor deliveries
2 people
16
Check permits and safety rules
17
Check first aid and emergency exits
2 people
18
Prepare visitor registration
2 people
19
Sort badges and wristbands
2 people
20
Print the run sheet and contact list
21
Check stock and materials
2 people
22
Do the shopping
2 people
23
Clear the exhibition floor
4 people
24
Build stage walls
6 people
25
Set up tables and chairs
4 people
26
Mark booths by exhibitor
2 people
27
Set up exhibitor booths
8 people
28
Set up demo materials safely
4 people
29
Hang up signage
2 people
30
Set up registration desk
2 people
31
Set up catering and coffee point
3 people
32
Chill drinks
2 people
33
Check lighting and power
2 people
34
Carry out safety checks
2 people
35
Test music and microphone
2 people
36
Lay out presentation materials
2 people
37
Check and restock toilets
2 people
38
Send the final visitor information

Event

39
Staff the registration desk
3 people
40
Welcome exhibitors
3 people
41
Welcome visitors
4 people
42
Hand out badges
2 people
43
Explain the program and route
2 people
44
Guide demonstrations
4 people
45
Serve coffee and tea
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Replenish catering supplies
2 people
49
Empty trash bins
2 people
50
Check toilets periodically
2 people
51
Keep the exhibition floor clean and clear
2 people
52
Announce presentations
53
Support exhibitors
2 people
54
Register lost property
55
Inform last visitors
2 people
56
Ensure visitors leave safely
3 people

Aftercare

57
Have exhibitors dismantle their booths
6 people
58
Clean up catering
3 people
59
Clean tableware and equipment
3 people
60
Collect and remove waste
4 people
61
Clean the expo floor
4 people
62
Dismantle booth walls and decorations
6 people
63
Sort and count materials
3 people
64
Return borrowed materials
2 people
65
Clear away leftover catering
2 people
66
Safely archive registration data
67
Handle lost and found
68
Send thank-you email to exhibitors
69
Send back recorded materials

What to bring

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

Furniture

Standing tablesqty 24
Visitor tablesqty 8
Chairsqty 80
High tablesqty 10
Bar stoolsqty 20
Registration deskqty 2
Waste binsqty 10
Clothes racksqty 4
Display wallsqty 30

Equipment

Laptopsqty 4
Tabletsqty 4
Label printer
Printersqty 2
Projectorsqty 2
Projection screensqty 2
Microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 16
Power banksqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee potsqty 4
Water jugsqty 6
Serving traysqty 12
Pliersqty 8
Storage binsqty 12

Decorations

Trade show bannersqty 6
Table signsqty 30
Program postersqty 12
Signage boardsqty 20
Tableclothsqty 16
Name badge holdersqty 100
Pen holdersqty 24

Safety

Safety helmetsqty 30
Safety vestsqty 20
Barrier tapeqty 6
Emergency exit iconsqty 12
First aid kitsqty 2
Non-slip matsqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Set the date, opening hours and venue first, then create the exhibition floor plan before promising booth spaces. Leave clear routes to registration, emergency exits, demonstrations and catering areas.
Give exhibitors a firm registration deadline and send booth details, delivery instructions and setup times together. Late exhibitor information is harder to fix once signage and the floor plan have been printed.
Separate visitor registration from exhibitor access. Prepare badges, wristbands and the registration desk in advance, and keep the final visitor list with the contact list at the desk.
Order catering only after registrations and dietary requirements have been reviewed. For a busy opening period, plan serving points and enough coffee equipment, cups, drinking glasses and water jugs to avoid queues.
Use the final week for practical checks: confirm permits and emergency exits, test microphones and projectors, check extension cords and power strips, and print the run sheet and contact list. Register exhibitor deliveries so vehicles and unloading do not block the exhibition floor.

Frequently asked questions

How far in advance should I organise a trade fair?: Start at least 12 weeks before the event if you need a venue, exhibitors and visitor registrations. Set the date and opening hours first, then allow several weeks for exhibitor responses, booth allocation, catering numbers and print work.
When should I create the trade fair floor plan?: Create the first floor plan as soon as the venue and exhibition floor are reserved, ideally 8 to 10 weeks before opening. Finalise booth assignments after the exhibitor registration deadline, leaving clear access to emergency exits and visitor routes.
When should exhibitors receive their booth information?: Send initial booth information about 4 weeks before the trade fair, including arrival times, delivery rules and contact details. Send a final confirmation 5 to 7 days before opening after deliveries, signage and floor markings have been checked.
How do I plan catering for a trade fair?: Use the processed visitor and exhibitor registrations to confirm numbers 5 to 7 days before the event. Collect dietary requirements before placing the order, and schedule coffee, water and any food service around the opening hours and demonstrations.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.

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