How to organise a travel fair from start to finish

A travel fair works best when visitor registration, exhibitor planning and the programme are developed together. Start by setting the date and opening hours, then confirm exhibitors and divide the travel regions before designing the booth layout. Give presenters firm deadlines, publish presentation times and check the visitor route before printing anything. In the final week, focus on badges, visitor folders, signs, equipment tests and catering so the venue can open without last-minute decisions.

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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
Publish the date and opening hours
2
Send invitations
2 people
3
Open the registration form
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm exhibitors
2 people
7
Divide travel regions
2 people
8
Send exhibitor information
9
Create a floor plan of the booths
2 people
10
Compile program
2 people
11
Confirm presenters
12
Publish presentation times
13
Check the visitor route
2 people
14
Confirm reservations
15
Order catering
16
Check the printed materials
2 people
17
Prepare name badges
2 people
18
Fill visitor folders
3 people
19
Make route signs
2 people
20
Test presentations
2 people
21
Print exhibitor list
22
Print the volunteer schedule
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Open venue
2 people
26
Set up tables and chairs
5 people
27
Set up exhibition walls
4 people
28
Number the stands
2 people
29
Dress the standing tables
4 people
30
Hang up decorations
3 people
31
Hang travel posters
3 people
32
Set up information tables
3 people
33
Set up registration desk
2 people
34
Set up the presentation area
3 people
35
Connect the technical equipment
2 people
36
Test sound level
2 people
37
Set out coffee and tea
2 people
38
Display snacks
2 people
39
Give volunteers a briefing
3 people
40
Welcome exhibitors
3 people

Event

41
Staff the registration desk
2 people
42
Welcome visitors
3 people
43
Hand out visitor folders
2 people
44
Support exhibitors
2 people
45
Announce presentations
46
Facilitate presentations
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Restock the buffet
2 people
51
Collect tableware
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Check route signs
55
Operate technical equipment during presentations
56
Answer visitor questions
2 people
57
Close the final presentation
58
Wave goodbye to visitors
3 people

Aftercare

59
Have exhibitors dismantle their booths
4 people
60
Collect stand materials
4 people
61
Switch off the equipment
2 people
62
Wash dishes
3 people
63
Empty coolers
2 people
64
Collect waste
3 people
65
Sweep and mop the hall
3 people
66
Clean the restrooms
2 people
67
Put furniture back
4 people
68
Remove decorations
2 people
69
Inventory materials
2 people
70
Return borrowed items
2 people
71
Store leftover catering
2 people
72
Register lost and found items
73
Send thank-you message
74
Archive photos and files

What to bring

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

Furniture

Standing tablesqty 18
Foldable tablesqty 8
Folding chairsqty 120
Display wallsqty 18
Bar stoolsqty 12
Coat racksqty 4
Bollardsqty 10
Tableclothsqty 26

Equipment

Laptopqty 2
Projector
Projection screen
Laptop speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 3

Lighting

LED lampsqty 10
Mood lightingqty 6

Decorations

World mapsqty 6
Travel postersqty 24
Flagsqty 20
Pennant garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative globesqty 4
Plantsqty 12
Table décorqty 18

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 80
Platesqty 150
Coffee spoonsqty 100
Forksqty 150
Napkin holdersqty 18

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Scissorsqty 6
Serving tongsqty 6

Catering

Visitor foldersqty 180
Name badgesqty 80
Badge holdersqty 80
Desk pensqty 20
Route signsqty 18
Stand number signsqty 18
Information brochuresqty 500
Notepadsqty 100
Counter organizersqty 4
Groceries
Menu standsqty 8
Serving plattersqty 18
Buffet spoonsqty 12
Beverage coolersqty 4
Thermos cupsqty 24
Water carafesqty 12
Chalkboardsqty 10
Whiteboardqty 2
Whiteboard markersqty 12
Registration formsqty 250
Wristbandsqty 250
Cash boxqty 2
Payment terminal
Calculatorsqty 2
Presentation clickersqty 2
Notice boardsqty 8
Flipchart padsqty 2
Rolls of tapeqty 12
Double-sided tapeqty 6
Cable tiesqty 100
Cable tiesqty 100
Labelsqty 300
Marker pensqty 24
Desk pensqty 30
Clipboardsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 12
Waste binsqty 4
Towel dispensersqty 4
Toilet brushesqty 4

Tips

Set the date, opening hours and registration form before inviting visitors. Close or review registrations early enough to collect dietary requirements and estimate catering quantities.
Confirm exhibitors before drawing the floor plan. Group them by travel region, leave clear walking space between booths and test the route from the entrance to the presentations, refreshments and exit.
Give presenters a firm deadline for titles, timings and technical needs. Test every presentation on the actual laptop and projector, and check microphones, speakers, extension cords and power strips before opening.
Prepare printed materials in batches: exhibitor lists, name badges, visitor folders, route signs and volunteer schedules. Do a counted check at least one day before the fair so missing copies can still be produced.
Open the venue with enough time to chill drinks, arrange tables, chairs, display walls and coat racks, and place maps, flags and travel posters. Keep a short setup checklist for power, charging stations, lighting and the visitor route.

Frequently asked questions

How far in advance should I organise a travel fair?: Start planning at least 8 to 12 weeks before the event. Confirm exhibitors and the main programme first, then open registration and publish presentation times once the schedule is stable.
When should I send travel fair invitations?: Send the first invitation 6 to 8 weeks before the fair, with the date, opening hours and registration link. Send a reminder about 10 to 14 days beforehand, when you can also confirm practical visitor information.
How do I plan the layout of a travel fair?: Create the booth floor plan after exhibitors and travel regions are confirmed, usually 3 to 4 weeks before opening. Walk the route at least once before printing signs, checking that visitors can reach every booth without bottlenecks.
When should catering for a travel fair be ordered?: Place the catering order as soon as registrations give you a reliable headcount, normally 7 to 10 days before the fair. Keep dietary requirements open until a fixed deadline and pass the final number to the caterer afterward.

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.