How to organise a wedding fair from start to finish

A wedding fair needs two plans running together: one for exhibitors and one for visitors. Start by fixing the date, opening hours, venue layout and exhibitor capacity before promoting the event. Then build the exhibitor list, open visitor registration and arrange catering, equipment, signage and staff information in a set order. The details people often leave too late are pitch assignments, dietary requirements, parking directions, name badges and a practical run sheet for the day itself.

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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
Reserve the venue and room layout
2 people
3
Contact exhibitors
2 people
4
Register exhibitors
2 people
5
Assign pitch locations
2 people
6
Confirm supplier terms
2 people
7
Write promotional copy
8
Publish event online
9
Send invitations
2 people
10
Post on social media
11
Open the registration form
12
Process registrations
2 people
13
Collect dietary requirements
14
Send visitor information
15
Book catering
16
Reserve technical equipment
17
Reserve photographer
18
Develop the run sheet
2 people
19
Create floor plan
20
Send exhibitor information
21
Check parking information
22
Print route and signage
23
Prepare name badges
2 people
24
Print visitor lists
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Check the venue
2 people
29
Clear the hall
3 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Set up exhibition walls
4 people
33
Hang booth numbers
2 people
34
Hang decorations
3 people
35
Set up the stage and presentation area
3 people
36
Test sound equipment
2 people
37
Check the lighting
2 people
38
Build the catering buffet
3 people
39
Set up the coffee and tea station
2 people
40
Set up registration desk
2 people
41
Lay out the information materials
2 people

Event

42
Welcome exhibitors
3 people
43
Register exhibitors
2 people
44
Welcome visitors
3 people
45
Register visitors
2 people
46
Explain the program
47
Support exhibitors
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Clear buffet
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Announce presentations
55
Guide photo moments
56
Guide visitors on departure
2 people

Aftercare

57
Have exhibitors take down their stands
3 people
58
Collect materials
3 people
59
Wash dishes
3 people
60
Sort and remove waste
2 people
61
Clean the room
3 people
62
Put furniture back
3 people
63
Remove decorations
2 people
64
Return borrowed materials
2 people
65
Return equipment
2 people
66
Store leftover stock
2 people
67
Send thank-you message
68
Share photos with participants

What to bring

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

Furniture

Standing tablesqty 30
Bistro tablesqty 8
Visitor chairsqty 80
Booth chairsqty 60
Registration desk
Buffet tablesqty 4
Changing room screensqty 4
Waste binsqty 10
Coat racksqty 4
Coat racksqty 3
Presentation table

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 80
Dessert platesqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 10

Decorations

Tableclothsqty 42
Table runnersqty 12
Balloon archesqty 2
Balloonsqty 200
Artificial flower arrangementsqty 20
Vasesqty 20
Decorative candlesqty 40
Welcome sign
Photo backdrop
Decorative ribbonsqty 10
Stand number signsqty 30
Info displaysqty 8

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 10
Power stripsqty 12
Cable matsqty 8
Laptop
Projector
Projector screen
Mobile phoneqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Cookie tinsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 6
Toilet brushesqty 4

Lighting

Mood lightingqty 8
LED spotlightsqty 6
String lightsqty 10

Catering

Groceries

Tips

Set the date, opening hours and maximum number of exhibitors before contacting suppliers or publishing the event. Allow enough space for each pitch, visitor chairs, standing tables, registration and clear walking routes.
Confirm exhibitor terms in writing at least four weeks before the fair, then assign pitch locations and send each exhibitor the floor plan, arrival instructions and setup deadline.
Open visitor registration as soon as the event is published. Close or review the list 3–5 days before the fair so you can prepare name badges, visitor lists and dietary information accurately.
Book catering and technical equipment early, and confirm final quantities 7 days before opening. Include water, coffee and tea service, serving equipment, buffet tables and waste bins in the check rather than arranging them on the day.
Create the run sheet and walk through the venue at least 24 hours beforehand. Check parking information, route signage, the welcome sign, coat racks, changing-room screens and the registration desk before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a wedding fair?: Start planning at least 12 weeks before the fair. Fix the date and venue first, contact exhibitors during the next 2–3 weeks, and publish visitor registration once the basic programme and layout are confirmed.
How many exhibitors should a wedding fair have?: Choose the number based on the venue and the space required for each pitch, not on a fixed target. Leave clear visitor aisles and reserve room for registration, catering, seating and presentation areas before confirming exhibitors.
When should wedding fair invitations be sent?: Send the first invitations when registration opens, usually 6–8 weeks before the event. Send visitor information again 3–5 days beforehand with the opening hours, parking details, route information and any registration instructions.
When should I finalise catering for a wedding fair?: Book catering as soon as the expected visitor and exhibitor numbers are clear, then confirm the final headcount and dietary requirements 7 days before the fair. Recheck delivery time, buffet setup and serving equipment the day before.

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.