How to organise a trade fair from start to finish

A successful trade fair depends on getting the sequence right: fix the date and venue first, then secure exhibitors before you promote the event widely. Once registrations are coming in, finalise booth spaces, the programme, catering and visitor information in parallel. The details that cause late problems are usually practical ones, such as missing logos, untested microphones, unclear stand numbers and badges printed at the last minute. Use this plan to move from initial decisions to a controlled event-day setup.

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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 fair date and location
2 people
2
Select participating companies
3 people
3
Allocate Booth Space
2 people
4
Send participant terms and conditions
2 people
5
Publish registration form
6
Send invitations
2 people
7
Distribute promotional materials
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
2 people
11
Confirm exhibitors
2 people
12
Compile program
2 people
13
Confirm speakers
2 people
14
Create floor plan
15
Assign stand numbers
2 people
16
Prepare name badges
2 people
17
Check visitor list
2 people
18
Send confirmation email
19
Collect logos and files
2 people
20
Design trade show signs
2 people
21
Print signs and badges
2 people
22
Send participant information
23
Check catering order
24
Test the equipment
2 people
25
Collect materials
3 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare the registration desk
2 people
29
Set up booth materials
4 people
30
Set up tables and chairs
4 people
31
Build stage walls
4 people
32
Hang signage boards
3 people
33
Place flyers and business cards
3 people
34
Set up the presentation area
3 people
35
Set up signage
2 people
36
Set up the catering buffet
3 people
37
Prepare the registration list
2 people
38
Perform final technical check
2 people

Event

39
Welcome exhibitors
3 people
40
Register visitors
3 people
41
Hand out name badges
2 people
42
Welcome visitors
2 people
43
Serve coffee and tea
2 people
44
Support exhibitors
2 people
45
Facilitate presentations
2 people
46
Distribute snacks
3 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Answer visitor questions
2 people
50
Restock brochures
2 people
51
Empty trash bins
2 people
52
Guide visitors to the exit
2 people
53
Check out exhibitors
2 people

Aftercare

54
Collect stand items safely
4 people
55
Dismantle booth walls
4 people
56
Clear tables and chairs
4 people
57
Collect tableware
3 people
58
Sort waste
3 people
59
Clear the presentation area
3 people
60
Clean the venue
4 people
61
Remove decorations
2 people
62
Pack up equipment
2 people
63
Collect lost and found items
64
Return materials
2 people
65
Wash dishes
3 people
66
Store leftovers
2 people
67
Send participant thank-yous
68
Send visitor thank-you notes
69
Archive invoices and receipts
70
Return unused materials
2 people

What to bring

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

Furniture

Fair countersqty 12
Tablesqty 24
Chairsqty 80
High tablesqty 12
Display wallsqty 24
Clothes racksqty 4
Coat racksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving traysqty 12

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
USB sticksqty 4
Coolersqty 6
Cable reelsqty 4
Presentation clickersqty 2

Registration

Registration desksqty 2
Name badge holdersqty 150
Badge lanyardsqty 150
Clipboardsqty 4
Desk pensqty 20
Visitor formsqty 200
Wristbandsqty 150

Promotion

Company bannersqty 12
Trade fair floor plansqty 150
Program leafletsqty 150
Business card holdersqty 24
Pens for visitorsqty 200
Notepadsqty 150
Promotional bagsqty 150

Decorations

Buntingqty 12
Plantsqty 16
Table runnersqty 24
Table decorationsqty 24
Directional signsqty 20

Lighting

LED string lightsqty 8
LED lightsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 4
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Cooling matsqty 8

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Cleaning clothsqty 24

Safety

Cable matsqty 16
Warning signsqty 6

Groceries

Groceries

Tips

Set the date, venue and booth capacity before opening registration. Confirm how many booths fit comfortably, then reserve space for registration, catering, seating and presentation equipment rather than filling every available metre.
Give exhibitors a firm deadline for logos, presentation files and special requirements. Collecting these at least two weeks before the fair gives you time to design signs, assign stand numbers and resolve missing information.
Build the floor plan before sending final exhibitor information. Include booth dimensions, stand numbers, power access, registration desks and high tables so companies know exactly what they are receiving.
Test every laptop, projector, screen, microphone, speaker, extension cord and presentation clicker before doors open. Run the test with the actual presentation files, and keep spare cables and USB sticks at the technical desk.
Close registration and catering numbers on a fixed date, then check dietary requirements against the order. Print badges and the visitor list at least one working day before the fair, while keeping blank badge holders and desk pens at registration.

Frequently asked questions

How far in advance should you organise a trade fair?: Start planning at least 12 weeks before the fair if several companies, speakers and booths are involved. Fix the venue and date first, confirm exhibitors next, and leave the final 2 weeks for floor-plan changes, printing, catering checks and technical testing.
When should exhibitors receive their stand numbers?: Send stand numbers and the final floor plan no later than 10 working days before the trade fair. Earlier information can become inaccurate if registrations change, but waiting until the final week leaves too little time to correct signage or booth requirements.
How many days before a trade fair should catering be confirmed?: Confirm the catering order 5 to 7 working days before the event, after checking the latest registration count and dietary requirements. Recheck the delivery time and serving setup the day before, especially if coffee, glasses, plates and cutlery are supplied separately.
When should trade fair technology be tested?: Test the complete presentation setup at least 2 days before the fair, including laptops, projectors, screens, microphones, speakers and power connections. Repeat a short sound and projection check on the morning of the event before exhibitors and visitors arrive.

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.