How to organise a training fair

A training fair needs more than a room full of exhibitors. Start by confirming the date and venue, then build the exhibitor list and registration process before planning the floor layout. Invitations, directions and dietary information should be handled early, while presentations, badges, signage and technical equipment need a final check close to the event. This approach keeps exhibitor communication, visitor flow and event-day setup under control.

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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
Confirm date and location
2
Contact exhibitors
2 people
3
Register Exhibitors
2 people
4
Draft invitations
5
Send invitations
6
Publish registration form
7
Distribute promotional materials
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Check exhibitor list
2 people
11
Create the booth layout
2 people
12
Make reservations
13
Compile program
2 people
14
Send exhibitor information
15
Send directions
16
Prepare badges
2 people
17
Print signage
18
Collect presentations
19
Test the equipment
2 people
20
Order catering
21
Check the shopping list
22
Do the shopping
2 people
23
Collect materials
2 people
24
Remind exhibitors

Event

25
Open venue
2 people
26
Receive deliveries
2 people
27
Set up tables and chairs
4 people
28
Build exhibitor stands
6 people
29
Set up registration desk
2 people
30
Set up the presentation area
3 people
31
Hang up signage
2 people
32
Hang up decorations
2 people
33
Check the lighting
2 people
34
Connect the technical equipment
2 people
35
Set up coffee station
2 people
36
Chill drinks
2 people
37
Set out snacks
2 people
38
Set up the registration table
2 people
39
Welcome exhibitors
3 people
40
Do final safety check
2 people
41
Register visitors
3 people
42
Inform visitors
3 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Empty trash bins
2 people
47
Facilitate presentations
2 people
48
Support the technical setup
2 people
49
Check toilets
50
Inform exhibitors about the wrap-up
2 people
51
Wave goodbye to visitors
3 people
52
Take down exhibitor booths
6 people

Aftercare

53
Collect tableware
2 people
54
Put furniture back
4 people
55
Switch off equipment
2 people
56
Collect waste
3 people
57
Clean the venue
4 people
58
Chill leftover catering
2 people
59
Collect lost and found items
60
Inventory materials
2 people
61
Return rental items
2 people
62
Return exhibitor materials
63
Collect invoices
64
Send thank-you message
65
Register visitor numbers
66
Archive photos
67
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 35
Chairsqty 180
Registration desk
High tablesqty 8
Brochure racksqty 12
Stoolsqty 20

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 12
Power stripsqty 15
Charging cablesqty 6
Presentation clickerqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8

Lighting

LED lampsqty 10
Mood lightingqty 4
Battery lanternsqty 4

Decorations

Backdrop clothsqty 8
Trade show bannersqty 4
Balloonsqty 100
Buntingqty 6
Tableclothsqty 35
Plantsqty 12
Photo backdrop
Directional signsqty 15
Cable tiesqty 100
Painter's tapeqty 8
Duct tapeqty 4
Scissorsqty 6
Markersqty 24
Pensqty 50

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Carafesqty 12

Kitchen

Thermos flasksqty 6
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12
Refrigeratorsqty 2

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and venue before contacting exhibitors, then give exhibitors a firm registration deadline. You need the confirmed list before creating the booth layout or ordering the final amount of catering.
Open visitor registration as soon as the invitations and promotional materials are ready. Review registrations regularly and collect dietary requirements at least 7 days before the fair.
Create the booth layout only after you know how many exhibitors are attending. Leave clear routes between tables, brochure racks and the registration desk, and mark power access for any laptops or presentation equipment.
Send exhibitors their information, directions and arrival instructions no later than 5 days before the fair. Ask for presentations and special equipment details by the same deadline so technical testing is possible.
Reserve time on the day before opening to test the projector, screen, speakers, microphone, clicker and power strips. Prepare badges, signage and table materials together so the registration desk can open without last-minute printing.

Frequently asked questions

How far in advance should I organise a training fair?: Start at least 8 to 12 weeks before the event. Use the first weeks to confirm the venue, contact exhibitors and open registration; leave the final 2 weeks for layout, catering, materials and technical checks.
When should I send invitations for a training fair?: Send the first invitations 6 to 8 weeks before the fair, once the date and location are confirmed. Send a reminder 7 to 10 days before the event with directions and arrival information.
When should I finalise the exhibitor booth layout?: Finalise the layout about 10 to 14 days before the fair, after the exhibitor list is checked. Reconfirm table, chair and power requirements 3 to 5 days before opening.
How much catering should I order for a training fair?: Base the order on confirmed registrations, dietary requirements and the event schedule. Finalise numbers 5 to 7 days beforehand, then keep a small margin for late arrivals rather than ordering for an unconfirmed audience.

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.