How to organise a wedding fair from start to finish

A wedding fair works best when supplier logistics and visitor flow are planned together. Start by confirming the date and venue, then secure participating suppliers before promoting the event to couples. Build the floor plan around exhibitor pitches, registration and clear walking routes, while arranging catering, furniture and printed materials early. The final week is for checking supplier details, closing the guest list, preparing name badges and making sure every booth has what it needs.

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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
Confirm date and location
2 people
2
Contact participating suppliers
2 people
3
Register suppliers
2 people
4
Create the trade fair map
2 people
5
Assign pitch locations
2 people
6
Design invitations
7
Send invitations
2 people
8
Open online registration form
9
Post promotion on social media
10
Distribute flyers
3 people
11
Process registrations
12
Collect dietary requirements
13
Check supplier information
2 people
14
Book catering
15
Reserve furniture
16
Reserve lighting
17
Have printed materials made
18
Send parking information
19
Create final guest list
20
Print name badges
2 people
21
Print booth numbers
22
Collect trade fair materials
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Open venue
2 people
26
Check the delivery
2 people
27
Clean floors and entrance
3 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Place booth numbers
2 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Set up the coffee and tea station
2 people
34
Hang decorations
3 people
35
Install lighting
2 people
36
Set up the presentation room
2 people
37
Test sound equipment
2 people
38
Welcome suppliers
3 people
39
Guide suppliers to their stands
2 people
40
Check booth setups
2 people
41
Brief service team
2 people

Event

42
Staff the registration desk
2 people
43
Welcome visitors
2 people
44
Distribute program
45
Support suppliers
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Keep the buffet tidy
2 people
50
Empty trash bins
2 people
51
Announce presentations
52
Facilitate presentations
2 people
53
Supervise the photo corner
54
Check toilets
55
Keep lost and found items
56
Inform last visitors
2 people
57
Check out suppliers
2 people

Aftercare

58
Catering breakdown
3 people
59
Remove decorations
3 people
60
Turn off the sound equipment
2 people
61
Collect furniture
4 people
62
Wash dishes
3 people
63
Sort waste
2 people
64
Clean the venue
4 people
65
Pack up materials
3 people
66
Lock up the venue
2 people
67
Return rental items
2 people
68
Follow up with suppliers
69
Store leftover materials
2 people

What to bring

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

Furniture

Fair countersqty 2
Foldable tablesqty 24
Cocktail tablesqty 8
Chairsqty 80
Lounge sofasqty 4
Lounge armchairsqty 8
Lounge tablesqty 4
Clothes racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving utensilsqty 12

Decorations

Tableclothsqty 24
Runwaysqty 12
Flower arrangementsqty 12
Buntingqty 8
Balloon archesqty 2
Photo backdrop
Photo propsqty 20
Chalkboardsqty 8
Plate holdersqty 30
Name card holdersqty 100

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 12
Charging stationsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Bottle openersqty 4
Corkscrewsqty 4

Lighting

LED lampsqty 12
String lightsqty 8
Standing lampsqty 4

Catering

Serving plattersqty 12
Drink dispensersqty 4
Table numbersqty 24
Coffee spoonsqty 120
Groceries

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning carts
Hand soap dispensersqty 4

Tips

Confirm the venue layout before assigning pitches. Mark booth numbers, registration, refreshments, toilets and the main visitor route on the fair map so suppliers know exactly where to set up.
Give suppliers a firm registration deadline, then check every listing before invitations go out. Missing contact details or incorrect services are difficult to fix after promotion has started.
Open online registration early and ask for dietary requirements in the same form. Send parking information before the event rather than leaving guests to search for it on the day.
Order printed invitations, booth numbers, name badges and other materials with enough time for corrections. Keep a final guest list and print badges only after registrations have been processed.
Plan the final setup in hourly blocks: open the venue, collect supplier materials, arrange furniture and lighting, chill drinks, then walk the route as a guest before doors open.

Frequently asked questions

How far in advance should I organise a wedding fair?: Allow at least 8 to 12 weeks for a small wedding fair. This gives you time to confirm the venue, recruit suppliers, promote registration and order printed materials without rushing the final setup.
How many wedding suppliers should I invite?: Choose the number based on the venue and pitch size rather than a fixed target. Leave enough room for each supplier’s counter or table, plus clear aisles; finalise the pitch map before confirming more exhibitors.
When should I send wedding fair invitations?: Send invitations around 6 to 8 weeks before the fair and keep online registration open until your stated deadline. Send a reminder 7 to 10 days before the event with parking details and arrival information.
What should I prepare the day before a wedding fair?: Finish the guest list, name badges, booth numbers and supplier information the day before. Drinks can be chilled then, while furniture, lighting and exhibitor materials should be checked again when the venue opens.

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.