How to organise a travel fair from start to finish

A successful travel fair depends on a clear exhibitor plan and an easy visitor journey. Start by fixing the date and opening hours, then recruit exhibitors before opening visitor registration. Once the exhibitor list is firm, map every booth, assign stand numbers and create a route visitors can follow. Finish with practical details such as parking information, presentation bookings, catering, signage and the equipment needed for setup and demonstrations.

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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 date and opening hours
2 people
2
Approach participating exhibitors
2 people
3
Send invitations
2 people
4
Open registrations
5
Process registrations
2 people
6
Collect dietary requirements
7
Finalize the exhibitor list
2 people
8
Create the booth layout
2 people
9
Assign stand numbers
10
Set the route for visitors
2 people
11
Create a visitor map
2 people
12
Send information to exhibitors
2 people
13
Send parking information
14
Design signage
15
Prepare name badges
2 people
16
Print information signs
17
Gather promotional materials
2 people
18
Create the presentation schedule
2 people
19
Make presentation bookings
20
Order catering
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Bring materials to the venue
4 people
24
Sort exhibitor materials
3 people
25
Open venue
2 people
26
Set up entrance and registration
3 people
27
Set out pitches
3 people
28
Set up tables and chairs
4 people
29
Set up tents and backdrops
4 people
30
Set up the presentation area
3 people
31
Test sound equipment
2 people
32
Set up and test lighting
2 people
33
Hang up signage
2 people
34
Hang decorations
2 people
35
Welcome exhibitors
3 people
36
Guide exhibitors to their booths
3 people
37
Set up booth materials
4 people
38
Prepare coffee and tea
2 people
39
Chill drinks
2 people
40
Set out snacks
3 people

Event

41
Staff the registration table
2 people
42
Welcome visitors
3 people
43
Distribute program
2 people
44
Direct visitors to booths
2 people
45
Announce presentations
46
Facilitate presentations
2 people
47
Pass around the microphone
48
Serve coffee and tea
2 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Replenish tableware stock
54
Answer visitor questions
2 people
55
Register lost and found items
56
Finalize the last presentations
2 people
57
Guide visitors to the exit
2 people

Aftercare

58
Have exhibitors dismantle their stands
4 people
59
Close cash register and registration
2 people
60
Pack leftover catering
2 people
61
Collect tableware
3 people
62
Sort and remove waste
3 people
63
Take down tables and chairs
4 people
64
Remove decorations
2 people
65
Turn off the sound equipment
2 people
66
Clean the venue
4 people
67
Remove signage
2 people
68
Return materials
3 people
69
Return rental items
2 people
70
Keep lost and found items
71
Store leftover stock
2 people
72
Archive photo and promotional materials
73
Send thank-you message to exhibitors
74
Send thank-you message to visitors

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 80
Party tentsqty 8
Backdropsqty 16
Bar stoolsqty 16
Lounge chairsqty 8
High tablesqty 10
Countersqty 4
Brochure racksqty 16
Clothes racksqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Projector
Projection screen
Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 12
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Cash boxesqty 2
Card machinesqty 2
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Soup ladlesqty 4
Sugar bowlsqty 6

Decorations

Buntingqty 12
World mapsqty 8
Suitcases as decorationqty 6
Balloon bundlesqty 12
Tableclothsqty 24
Plantsqty 16
Photo backdrop
Chalkboardsqty 8
Table décorqty 24

Lighting

LED spotlightsqty 12
String lightsqty 8
Batteriesqty 24

Catering

Water dispensersqty 3
Coffee urnsqty 3
Cooler cratesqty 6
Serving plattersqty 20
Tiered traysqty 8
Thermos bottlesqty 12
Water jugsqty 12
Storage boxesqty 20
Groceries

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Clipboardsqty 6
Desk pensqty 24
Visitor formsqty 600
Exhibitor formsqty 100
Program leafletsqty 600
Floor plansqty 600
Wristbandsqty 600
Cash traysqty 2
Receipt rollsqty 12

Presentation

Presentation remoteqty 2
Flip chartsqty 2
Flip chart paperqty 10
Markersqty 24
Speaker cardsqty 40
Timersqty 2
Notepadsqty 40
Ballpoint pensqty 80

Promotion

Roll-up bannersqty 8
Postersqty 24
Flyersqty 2000
Stickersqty 1000
Tote bagsqty 500
Postcardsqty 1000
Pen setsqty 500
Luggage tagsqty 500
Stampsqty 8
Stamp cardsqty 600

Packaging

Cardboard boxesqty 40
Bubble wrapqty 2
Packing tapeqty 12
Ropeqty 4
Labelsqty 500

Tools

Hammerqty 3
Screwdriversqty 6
Allen keysqty 3
Measuring tapesqty 3
Cable tiesqty 500
Gaffer tapeqty 12
Scissorsqty 12
Utility knivesqty 4
Work glovesqty 12

Cleaning

Waste binsqty 20
Trash bin linersqty 60
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Floor squeegeesqty 2
Cleaning glovesqty 12
Paper towelsqty 24
Toilet brushesqty 4
Cleaning clothsqty 30

Tips

Set the date and opening hours before contacting exhibitors, then give participants a firm deadline for confirming their stand and presentation needs. This prevents late changes to the floor plan and schedule.
Build the booth layout only after the exhibitor list is final. Assign each stand a number, place the visitor route on the map and check that tables, counters, brochure racks and seating do not block walkways.
Open visitor registration early enough to process responses and collect dietary requirements. Send parking instructions and exhibitor information before the event rather than relying on last-minute emails.
Treat presentations as a separate programme. Confirm bookings, create time slots and test the projector, screen, speakers and wireless microphones before exhibitors arrive.
Prepare an event-day loading plan with labelled exhibitor materials, printed signs, badges and extension cords. Bring everything to the venue before opening and use walkie-talkies if the fair spans several areas.

Frequently asked questions

How far in advance should I organise a travel fair?: Start planning at least 12 weeks before the fair. Approach exhibitors during the first 2 to 3 weeks, open visitor registration once the basic programme is known, and reserve the final 2 weeks for printing, confirmations and venue checks.
When should I finalise the exhibitor list?: Aim to close exhibitor registrations 4 to 6 weeks before opening day. You need the final list before creating the booth layout, assigning stand numbers, printing signage and producing the visitor map.
How many presentations should a travel fair schedule include?: Allow at least 15 minutes per presentation, plus 5 minutes for changing speakers or equipment. A four-hour fair can usually accommodate about 8 to 12 short sessions without making the programme difficult to follow.
When should catering be ordered for a travel fair?: Order catering 10 to 14 days before the event, after registration numbers and dietary requirements have been reviewed. Confirm the final quantity 3 to 5 days beforehand and check that coffee machines, kettles, cups and serving equipment are available.

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.