How to organise a travel fair from start to finish

A travel fair needs more than a room full of exhibition tables. Start by securing the venue and permits, then build the exhibitor list before opening visitor registration. Once registrations come in, use the information to assign stalls, plan catering and prepare badges, signage and parking instructions. The final week is about checking deliveries, testing equipment and making sure exhibitors can find their place quickly when the venue opens.

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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
Reserve the fair venue
2
Apply for permits
3
Invite exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Create exhibitor list
9
Assign stalls
2 people
10
Order catering
11
Calculate drink stock
12
Send parking information
13
Publish the program
14
Check badge details
2 people
15
Print visitor badges
2 people
16
Print exhibitor badges
17
Prepare route signs
18
Print booth numbers
19
Confirm deliveries
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare catering
3 people
23
Prepare Trade Fair Packs
2 people
24
Open venue
2 people
25
Receive deliveries
3 people
26
Unload booth materials
4 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Place booth numbers
2 people
30
Set up exhibitor booths
8 people
31
Hang up decorations
3 people
32
Hang route signs
2 people
33
Set up registration desk
2 people
34
Build the catering buffet
3 people
35
Set up coffee stations
2 people
36
Test the equipment
2 people
37
Check the safety routes
2 people
38
Brief the registration team

Event

39
Welcome exhibitors
3 people
40
Register visitors
4 people
41
Hand out expo information
2 people
42
Direct visitors to booths
2 people
43
Serve coffee and tea
2 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Restock the buffet
2 people
47
Empty trash bins
2 people
48
Check toilets
2 people
49
Answer booth questions
2 people
50
Check stock
51
Guide photo moments
52
Announce the closing message
53
See visitors out
3 people

Aftercare

54
Check out exhibitors
3 people
55
Dismantle booth materials
6 people
56
Gather tables and chairs
4 people
57
Remove decorations
3 people
58
Wash dishes
3 people
59
Empty the coolers
2 people
60
Sort waste
3 people
61
Clean the venue
4 people
62
Switch off equipment
2 people
63
Gather borrowed materials
2 people
64
Return materials
2 people
65
Store leftover stock
2 people
66
Register lost property
67
Send visitor thank-you gifts
68
Send exhibitor thank-you gift

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration desksqty 2
Bar stoolsqty 8
Buffet tablesqty 4
Waste binsqty 12

Equipment

Laptopsqty 4
Tabletsqty 4
Printer
Extension cordsqty 10
Power stripsqty 12
Power banksqty 6
Walkie-talkiesqty 8
Presentation screensqty 4
Camera
Cable reelsqty 4

Lighting

LED lampsqty 12
Mood lightingqty 6

Decorations

World mapsqty 6
Buntingqty 10
Country flagsqty 20
Tableclothsqty 30
Plantsqty 12
Photo backdrop
Directional signsqty 12
Booth numbersqty 30

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Soup ladlesqty 4
Food containersqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Toilet brushesqty 4

Communication

Visitor badgesqty 600
Exhibitor badgesqty 100
Badge holdersqty 700
Program leafletsqty 600
Booth information cardsqty 600
Pensqty 100
Notepadsqty 100
Name stickersqty 200
Tapeqty 12
Writing suppliesqty 20

Catering

Groceries

Tips

Reserve the venue and check permit requirements first. Do this before inviting exhibitors, because the capacity, layout and approval timeline determine how many stalls you can offer.
Invite exhibitors before publishing visitor registration, then keep one live exhibitor list with contact details, stall assignments and delivery information. Leave room for late changes instead of printing badges too early.
Set a clear registration deadline at least 7 days before the fair. Use the final list to check badge details, collect dietary requirements and estimate catering and drink quantities.
Design the visitor route before printing signs. Number every booth, place direction signs at entrances and decision points, and send parking information with the invitations rather than on the event morning.
Schedule venue access early enough for deliveries, catering and technical checks. Test laptops, tablets, the printer, presentation screens, extension cords and power banks before exhibitors arrive, and keep walkie-talkies available for the setup team.

Frequently asked questions

How far in advance should I organise a travel fair?: Start at least 12 weeks before the event. Reserve the venue and begin permit applications first, then allow time to recruit exhibitors, open registration and confirm catering and deliveries.
When should exhibitors receive their stall assignments?: Send preliminary stall assignments about 3 weeks before the fair and confirm them again 7 days beforehand. This gives you time to update booth numbers, badges, signage and the exhibitor list.
When should visitor registration close for a travel fair?: Close registration 5 to 7 days before the event if you need printed badges and catering numbers. Keep a small on-site registration process for late visitors, using a laptop or tablet and a printer.
How much time is needed to set up a travel fair?: Allow at least 3 hours for room setup and final checks, plus extra time if deliveries arrive on the same day. Set up tables, chairs, registration desks, booth numbers and signs first, then test power, screens and registration equipment.

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.