How to organise a wedding fair from start to finish

A wedding fair needs more than a room full of wedding suppliers. Start by fixing the date, programme and venue, then build the exhibitor list and floor plan before promoting the event. Visitor registration, supplier information and practical details such as parking should be ready well before the day. The final week is about checking numbers, printing materials, testing equipment and making sure the venue can be opened and set up on time.

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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 date and program
2 people
2
Contact participating suppliers
2 people
3
Register suppliers
4
Work out stand layout
2 people
5
Carry out a site visit
2 people
6
Confirm the venue reservation
7
Confirm Table Reservations
8
Confirm seat reservations
9
Send invitations
2 people
10
Publish online promotion
11
Distribute posters
2 people
12
Process registrations
13
Collect dietary requirements
14
Check supplier details
15
Publish parking information
16
Create a visitor map
17
Make name badges for vendors
18
Design program leaflets
19
Print program leaflets
20
Send the supplier briefing
21
Place catering order
22
Test equipment on site
2 people
23
Do the shopping
2 people
24
Bring materials to the venue
3 people
25
Check keys and access
26
Welcome suppliers
2 people
27
Mark stalls
2 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Set up registration desk
2 people
31
Set Up Vendor Booths
6 people
32
Hang decorations
3 people
33
Put up directional signs
2 people
34
Set up the presentation area
3 people
35
Connect the sound system
2 people
36
Check the lighting
2 people
37
Chill drinks
2 people
38
Prepare coffee and tea
2 people
39
Prepare snacks
3 people
40
Prepare the registration list

Event

41
Staff the visitor desk
2 people
42
Welcome visitors
2 people
43
Hand out program brochures
44
Show suppliers the way
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Mark dietary options separately
50
Announce the presentation
51
Guide the presentation area
2 people
52
Operate microphones
53
Support supplier breaks
54
Manage the Photo Contest Table
55
Answer visitor questions
2 people
56
Check toilets periodically
57
Empty trash bins
58
See off the last visitors
2 people

Aftercare

59
Have suppliers dismantle their stands
4 people
60
Remove decorations
3 people
61
Gather tables and chairs
4 people
62
Wash dishes
2 people
63
Switch off equipment
2 people
64
Collect waste
3 people
65
Clean the floors
2 people
66
Clean the restrooms
2 people
67
Collect lost property
68
Hand over the venue
2 people
69
Return materials
3 people
70
Return borrowed items
2 people
71
Store leftover groceries
72
Collect supplier invoices
73
Send visitor thank-you gifts
74
Share photos with suppliers

What to bring

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

Furniture

Trade show boothsqty 20
Tablesqty 24
Chairsqty 80
High tablesqty 8
Tableclothsqty 24
Foldable tablesqty 4
Coat racksqty 2
Bollardsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 80
Dessert platesqty 100
Serving spoonsqty 8
Serving traysqty 12
Coffee spoonsqty 100
Napkinsqty 250

Decorations

Balloonsqty 120
Balloon archesqty 2
Flower arrangementsqty 12
Table decorationsqty 24
Runnerqty 2
Photo backdrop
Decorative candlesqty 48
Candle holdersqty 24
Ribbonsqty 10
Confetti containersqty 8
Welcome sign
Wedding Fair Logo
Stand for welcome sign

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 8
Cash drawer
Payment terminal
Barcode scanner
Printer
Spare batteriesqty 24
Power banksqty 4

Lighting

LED spotlightsqty 12
String lightsqty 8
Battery lampsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Food containersqty 12
Food warmersqty 4
Bottle openersqty 4
Teapotsqty 4
Milk jugsqty 4

Catering

Groceries
Cooling platesqty 12
Water dispensersqty 2
Coffee filtersqty 100
Tea filtersqty 100
Sugar bowlsqty 6
Serving tongsqty 8
Drink dispensersqty 4
Cooling racksqty 4
Labels for dietary optionsqty 40
Coffee Bean Grinder

Cleaning

Vacuum cleaner
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Waste binsqty 10
Toilet brushesqty 4

Registration

Registration formsqty 250
Pensqty 30
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 250
Clipboardsqty 6
Card Holdersqty 20

Printed materials

Program leafletsqty 250
Floor plansqty 250
Supplier badgesqty 80
Directional signsqty 20
Promotional flyersqty 500
Notepadsqty 120
Business card holdersqty 20

Other

Duct tapeqty 6
Cable tiesqty 200
Scissorsqty 8
Utility knivesqty 4
Measuring tapesqty 2
Work glovesqty 12
Storage boxesqty 12
Cable tiesqty 100
Spare platesqty 12
Money traysqty 4

Tips

Set the date and programme before contacting suppliers. Once the schedule is fixed, confirm participating suppliers, register them and send a briefing with arrival times, stand details and what they need to bring.
Visit the venue before drawing the stand layout. Measure the available space, mark tables, chairs, high tables and trade show booths, and check where visitors will enter, queue and find refreshments.
Promote the fair only after the booking process is ready. Publish the online announcement and posters with a clear registration route, then track registrations and collect dietary requirements before ordering catering.
Prepare visitor navigation as a separate job, not an afterthought. Publish parking information, create a visitor map, print programme leaflets and make vendor name badges so guests can find exhibitors without stopping at every table.
Use the final 24 hours for checks rather than design changes. Confirm keys and access, test the laptop, projector and projection screen on site, check supplier details, and bring printed materials and venue equipment together before doors open.

Frequently asked questions

How far in advance should I organise a wedding fair?: Start planning at least 12 weeks before the fair. Aim to confirm the venue, date and main suppliers during the first 4 weeks, leaving the final 2 weeks for registrations, printing and on-site checks.
When should wedding fair suppliers receive their briefing?: Send the supplier briefing at least 14 days before the event, then send a short final confirmation 2 to 3 days before it. Include arrival time, stand position, access instructions and the equipment provided.
How many wedding fair exhibitors can fit in a venue?: Use the measured floor plan rather than a fixed rule. Allow roughly 3 to 4 square metres per exhibitor once visitor circulation, tables, chairs and catering space are included, then test the layout during a site visit.
When should I order catering for a wedding fair?: Place the catering order 5 to 7 days before the fair, after checking registrations and dietary requirements. Keep a small margin for late registrations and confirm serving times with the venue and caterer.

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.