How to organise a trade fair from first plan to opening

A trade fair becomes manageable when you set the date, audience and exhibitor offer before booking equipment or promoting the event. Work backwards from opening time: recruit exhibitors, process registrations, create the booth layout and confirm the programme and suppliers. In the final week, collect missing exhibitor details, prepare badges and send the briefing. On the day, allow enough time to open the venue, test screens and microphones, check catering and move materials into place before visitors arrive.

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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
Recruit exhibitors
2 people
3
Define target audience
2 people
4
Prepare exhibitor package
2 people
5
Publish registration form
6
Send invitations
2 people
7
Publish promotional posts
8
Process exhibitor registrations
2 people
9
Process visitor registrations
2 people
10
Collect dietary requirements
11
Collect exhibitor information
2 people
12
Create the booth layout
2 people
13
Compile program
2 people
14
Confirm speakers
15
Reserve suppliers
16
Determine catering quantities
2 people
17
Prepare badges
2 people
18
Send the exhibitor briefing
19
Send visitor reminder
20
Sort name badges alphabetically
2 people
21
Check catering order
22
Gather promotional materials
2 people
23
Test the equipment
2 people
24
Bring materials to the venue
3 people
25
Open venue
2 people
26
Clear the loading and unloading area
2 people
27
Mark exhibition floor
3 people
28
Set up exhibition walls
4 people
29
Set up standing tables
3 people
30
Set up chairs
3 people
31
Set up registration desk
2 people
32
Welcome exhibitors
3 people
33
Help exhibitors set up
4 people
34
Set up stage and speaking area
3 people
35
Set up presentations
2 people
36
Hang up signage
2 people
37
Set up decorations
2 people
38
Set up catering
3 people
39
Chill drinks
2 people
40
Prepare registration materials
2 people
41
Check escape routes
2 people
42
Carry out the final technical test
2 people
43
Hold team briefing
6 people

Event

44
Staff the entrance desk
3 people
45
Register visitors
3 people
46
Hand out badges
2 people
47
Direct visitors to booths
2 people
48
Announce the opening
49
Guide speakers
2 people
50
Support presentations
2 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Restock the coffee station
54
Empty trash bins
2 people
55
Check toilets
56
Answer booth questions
2 people
57
Set up the networking drinks reception
3 people
58
Serve the networking drinks reception
3 people
59
See off the last visitors
2 people
60
Check out exhibitors
2 people

Aftercare

61
Have exhibitors dismantle their booths
4 people
62
Clean up catering
3 people
63
Collect tableware
2 people
64
Switch off equipment
2 people
65
Dismantle stand materials
4 people
66
Put furniture back
3 people
67
Remove decorations
2 people
68
Sort and remove waste
3 people
69
Clean the venue
3 people
70
Wash dishes
2 people
71
Inventory materials
2 people
72
Set aside damaged materials
73
Return rental items
2 people
74
Register lost and found items
75
Send visitor thank-you gifts
76
Send exhibitor thank-you gift
77
Archive presentation materials
78
Archive attendance list

What to bring

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

Furniture

Display wallsqty 20
Standing tablesqty 20
Visitor tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Stage
Speaker table
Waste binsqty 12
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Power banksqty 4
WiFi hotspotqty 2
Presentation clickerqty 2
Cable traysqty 20

Tableware

Drinking glassesqty 160
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 12
Small bowlsqty 24
Corkscrewsqty 4

Decorations

Company flagsqty 10
Plantsqty 12
Table runnersqty 20
Decorative panelsqty 6

Lighting

LED light setsqty 8
String lightsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 24
Hand broomsqty 3
Dustpan and brushqty 3
Dispensersqty 8

Registration

Name badge holdersqty 350
Lanyardsqty 350
Registration table foldersqty 4
Pen setsqty 12
Clipboard foldersqty 6

Presentation

Flip chartsqty 3
Flip chart standsqty 3
Whiteboardsqty 2
Whiteboard markersqty 12
Needle boardsqty 4
Directional signsqty 12
Information boardsqty 20

Security

Bollardsqty 8
Barrier tapeqty 4
Flashlightsqty 4

Tools

Toolboxesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Vernier caliperqty 2
Scissor setsqty 6
Tape measuresqty 3

Catering

Groceries

Tips

Set the date and opening hours before contacting exhibitors. Your exhibitor package should state the registration deadline, what each booth includes and when exhibitors can set up.
Start exhibitor recruitment before public promotion. Once registrations come in, collect company details, requirements and presentation needs so the booth layout does not need repeated changes.
Build the booth layout around the actual venue and available furniture. Leave clear routes between display walls, visitor tables, standing tables and the registration desk, then share the layout in the exhibitor briefing.
Treat the programme and technical setup as separate checks. Confirm speakers, test laptops, screens, the projector, wireless microphones and speakers, and prepare extension cords, power strips and cable trays before opening day.
Do not leave badges, catering and reminders until the final morning. Sort name badges alphabetically, check the catering order and send visitors a reminder early enough for them to plan their arrival; include dietary requirements in the final catering count.

Frequently asked questions

How early should I start organising a trade fair?: Start planning at least 8 to 12 weeks before the event. Set the date and target audience first, then allow several weeks to recruit exhibitors, process registrations and confirm suppliers.
When should I send the exhibitor briefing?: Send the exhibitor briefing 5 to 7 days before the trade fair. Include arrival and setup times, the booth layout, programme details, venue instructions and any information still needed from exhibitors.
How many days before a trade fair should I confirm catering?: Check quantities and dietary requirements 3 to 5 days before the event, then verify the order again on the day before opening. Base the count on registered visitors, exhibitors, speakers and staff rather than the exhibitor list alone.
How much time is needed to set up a trade fair venue?: Allow at least 3 to 4 hours for setup, and more if display walls, a stage or multiple screens are involved. Use that time to place furniture, bring in materials, arrange badges and test all audio-visual equipment before opening the venue.

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