How to organise a trade fair without last-minute problems

A trade fair needs a firm sequence: define exhibitors and visitors first, then build the floor plan, arrange services and prepare the event materials. Start by collecting participant details and dietary requirements before sending clear information to exhibitors and visitors. The stand layout, power supply and presentation equipment should be checked well before delivery day. On the final setup day, focus on signage, registration, furniture, displays and working technology so the doors can open without delays.

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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
Compile the participant list
2 people
2
Invite exhibitors
2 people
3
Send visitor invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Send exhibitor information
7
Work out stand layout
2 people
8
Map out power outlets
2 people
9
Book catering
10
Purchase cleaning supplies
11
Prepare name badges
2 people
12
Print registration lists
13
Print route signs
14
Print booth signs
15
Gather demonstration materials
3 people
16
Check presentations
2 people
17
Confirm deliveries
18
Do the shopping
2 people
19
Bring materials to the venue
3 people
20
Set up the registration desk
2 people
21
Lay out visitor badges
2 people
22
Register exhibitors
2 people
23
Set up tables and chairs
4 people
24
Set up booth walls
4 people
25
Attach display boards
3 people
26
Connect power
3 people
27
Set up lighting
3 people
28
Test presentation screens
2 people
29
Set up demonstrations
4 people
30
Place products safely
3 people
31
Set up coffee station
2 people
32
Unload catering
2 people
33
Arrange snacks on platters
2 people
34
Chill drinks
2 people
35
Hang up route signs
2 people
36
Clear emergency routes
2 people
37
Carry out final stand check
3 people
38
Give the trade show staff briefing
4 people

Event

39
Welcome visitors
4 people
40
Register visitors
3 people
41
Direct visitors to booths
2 people
42
Provide booth information
8 people
43
Guide product demos
4 people
44
Present presentations
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Restock the coffee station
2 people
49
Collect used dishes
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Clean floors in between
2 people
53
Restock booth supplies
3 people
54
Record visitor questions
55
Inform last visitors
2 people
56
See visitors out
3 people
57
Check out exhibitors
2 people

Aftercare

58
Switch off the demonstration equipment
3 people
59
Pack products securely
4 people
60
Dismantle booth materials
5 people
61
Stack tables and chairs
4 people
62
Remove lighting and cables
3 people
63
Wash dishes
3 people
64
Cool catering leftovers
2 people
65
Collect waste
3 people
66
Clean the venue
4 people
67
Remove route signs
2 people
68
Return materials
3 people
69
Return rental items
2 people
70
Store leftover stock
2 people
71
Archive registration details
72
Collect lost and found items
73
Check booth materials
2 people
74
Record damage and missing items

What to bring

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

Furniture

Fair countersqty 3
Exhibition tablesqty 12
Folding chairsqty 80
High tablesqty 8
Display wallsqty 24
Brochure racksqty 12
Storage cratesqty 20
Clothes racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving plattersqty 20
Serving utensilsqty 20

Equipment

Laptopsqty 4
Presentation screensqty 4
HDMI cablesqty 8
HDMI adaptersqty 8
Presentation Clickersqty 4
Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 3
Coolersqty 4
Power stripsqty 16
Extension cordsqty 20
Cable matsqty 20
USB sticksqty 4

Lighting

LED lampsqty 16
Desk lampsqty 12

Decorations

Company bannersqty 12
Directional signsqty 12
Table signsqty 24
Info panelsqty 24
Tablecloth setsqty 16
Sponsor framesqty 12

Registration

Name badge holdersqty 250
Badge lanyardsqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 6
Wristbandsqty 250

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef and serving knivesqty 6
Cool bagsqty 8
Storage binsqty 12
Food tongsqty 8
Bottle openersqty 4

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 8
Paper towel dispensersqty 8

Tools

Screwdriversqty 6
Allen key setsqty 4
Duct tapeqty 12
Cable tiesqty 200
Scissorsqty 8
Measuring tapesqty 4
Work glovesqty 12

Safety

Non-slip matsqty 12
Warning tapeqty 4
Safety vestsqty 12
Safety gogglesqty 12

Catering

Groceries

Tips

Set the exhibitor and visitor process first. Compile the participant list, send invitations and allow at least 10 to 14 days to process registrations and collect dietary requirements before confirming catering.
Draw the stand layout before ordering or moving furniture. Mark exhibition tables, counters, display walls and storage areas, then map power outlets so extension cords and cable mats are placed safely rather than improvised on the day.
Send exhibitors one practical information pack at least 7 days before the fair. Include arrival instructions, stand dimensions, delivery times, presentation requirements and what they must bring for demonstrations.
Test every presentation setup at the venue or with the exact equipment at least 24 hours beforehand. Check laptops, screens, HDMI cables, adapters, clickers and USB sticks; a presentation that works on one laptop may fail on another.
Prepare the registration desk and printed materials before setup begins. Have visitor and exhibitor lists, badges, route signs and booth signs ready, and keep cleaning supplies, spare stationery and storage crates accessible throughout the fair.

Frequently asked questions

How far in advance should you organise a trade fair?: Allow at least 8 to 12 weeks for a small or medium-sized trade fair. Use the first weeks for exhibitors, invitations and the floor plan, then reserve the final 7 days for confirmations, printing and equipment checks.
When should exhibitors receive trade fair information?: Send the main exhibitor information at least 7 days before the event, with a final delivery and arrival confirmation 24 to 48 hours beforehand. This gives exhibitors time to prepare demonstrations, presentations and display materials.
How many power outlets do you need for a trade fair stand?: Count every powered item at each stand, including laptops, screens, coffee equipment and lighting, then add at least one spare outlet per stand. Map the outlets before setup and use cable mats wherever cables cross walkways.
When should catering for a trade fair be confirmed?: Confirm catering at least 7 days before the fair, after collecting dietary requirements. For a full-day event, check the quantities for coffee, tea, cold drinks and serving equipment again 24 to 48 hours before opening.

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