How to organise a trade fair without last-minute chaos

Organising a trade fair starts with the exhibitor and visitor flow, not with furniture or catering. Build the participant list, send invitations and process registrations before fixing the booth layout, signage and name badges. Then confirm suppliers, collect dietary requirements and turn the floor plan into a setup schedule. On the final day, focus on loading access, power, registration, refreshments and clear directions so exhibitors can start on time.

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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
Create the participant list
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm suppliers
6
Inform exhibitors
2 people
7
Create the booth layout
2 people
8
Prepare visitor registration
2 people
9
Design name badges
10
Print name badges
2 people
11
Print direction signs
12
Print programs
2 people
13
Sort wristbands
14
Arrange exhibitor booths
15
Order catering quantities
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Check materials
2 people
20
Load transport
3 people
21
Open venue
2 people
22
Clear the loading zone
2 people
23
Set up tables and chairs
4 people
24
Set up booth walls
4 people
25
Apply stand numbers
2 people
26
Set up power points
3 people
27
Hang lighting
2 people
28
Decorate the entrance
2 people
29
Put up route signs
2 people
30
Set up registration desk
2 people
31
Lay out name badges
2 people
32
Set up the catering buffet
3 people
33
Set out coffee and tea
2 people
34
Present snacks
2 people
35
Place waste stations
2 people
36
Check toilets
37
Conduct a safety check
2 people

Event

38
Welcome exhibitors
3 people
39
Register visitors
4 people
40
Welcome visitors
2 people
41
Explain the program
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Restock the buffet
2 people
46
Support exhibitors
2 people
47
Staff the registration desk
2 people
48
Empty waste stations
2 people
49
Check toilets periodically
50
Wave goodbye to visitors
2 people
51
Check out exhibitors
2 people

Aftercare

52
Pack leftovers safely
2 people
53
Wash dishes
3 people
54
Clear tables and chairs
4 people
55
Dismantle booth walls
4 people
56
Dismantle lighting
2 people
57
Roll up power cables
3 people
58
Remove decorations
2 people
59
Collect waste
3 people
60
Clean the venue
3 people
61
Inventory materials
2 people
62
Return materials
3 people
63
Return borrowed items
2 people
64
Store unused groceries
2 people
65
Archive registration details
66
Collect invoices

What to bring

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

Furniture

Standing tablesqty 12
Trade fair tablesqty 20
Chairsqty 120
Registration deskqty 2
Buffet tablesqty 4
Stoolsqty 16
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopqty 2
Printer
Wi-Fi router
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Handheld microphone
Power banksqty 4

Lighting

LED lampsqty 10
Mood lightingqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Small bowlsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 8
Serving spoonsqty 8
Kitchen towelsqty 12

Decorations

Display wallsqty 12
Tableclothsqty 24
Booth numbersqty 24
Trade fair bannersqty 4
Flower arrangementsqty 8

Registration

Name badge holdersqty 130
Wristbandsqty 130
Clipboardsqty 6
Desk pensqty 20
Storage foldersqty 10
Badge traysqty 4

Communication

Route signsqty 12
Program standsqty 6
Directional signsqty 10
A4 information boardsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 24

Safety

First aid kit
Cable matsqty 12
Work glovesqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the fair. Use the final list to print name badges, prepare wristbands and separate dietary requirements before suppliers deliver catering.
Create the booth layout before ordering tables and chairs. Mark every stand number and leave clear routes to the registration desk, buffet tables, coat racks and waste bins.
Check power and internet at least 3 days in advance. Count extension cords, power strips, charging stations and LED lamps by area rather than assuming the venue has enough outlets.
Plan setup backwards from the opening time. Allow time to clear the loading zone, unload transport, assemble booth walls, arrange exhibitor booths and test the printer, laptop, microphone and Wi-Fi router.
Order drinks and catering from the registration count, then chill drinks and prepare snacks before doors open. Keep coffee machines, kettles, coolers and thermos flasks in a service area that does not block visitor traffic.

Frequently asked questions

How far in advance should I organise a trade fair?: Start at least 8 weeks before the fair if exhibitors, suppliers and printed materials are involved. Set the registration deadline 7 days before the event so badges, programs, catering quantities and booth assignments can be finalised.
When should trade fair exhibitors receive their booth information?: Send booth numbers, the layout, arrival instructions and setup times at least 7 days before opening. Confirm any final changes no later than 48 hours beforehand so the printed signs and floor plan remain accurate.
How do I plan trade fair catering quantities?: Base the order on the confirmed registration count and add a small buffer rather than ordering before registrations close. Prepare drinks, coffee and snacks before opening, with dietary requirements separated and clearly labelled.
How long does trade fair setup take?: Allow at least 3 hours for a small venue setup, including unloading, tables and chairs, booth walls, stand numbers, registration and signage. Add extra time if exhibitors assemble their own booths or if the loading zone must be cleared first.

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.