How to organise a wedding show from start to finish

A wedding show needs two plans running together: one for visitors and one for exhibitors. Start by confirming the date and venue, then build the exhibitor list before you design the programme or send invitations. Allow time for registrations, dietary requirements, pitch locations, furniture, equipment and parking instructions. The final week is mainly about checking information, collecting presentations and music files, and giving everyone one clear run sheet.

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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 suppliers
2 people
3
Select exhibitors
2 people
4
Register exhibitors
5
Create the program
2 people
6
Plan the fashion show
2 people
7
Confirm presenters
8
Book photographer
9
Book musicians
10
Design invitations
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Book catering
2 people
15
Reserve furniture
16
Reserve equipment
17
Create floor plan
2 people
18
Assign pitch locations
2 people
19
Send parking information
20
Distribute the run sheet
21
Prepare signage
2 people
22
Make name badges
2 people
23
Sort badges
24
Collect presentations
25
Gather music files
26
Test the equipment
2 people
27
Check catering menu
2 people
28
Check the shopping list
29
Do the shopping
2 people
30
Pick up chilled products
2 people

Event

31
Open venue
2 people
32
Receive deliveries
3 people
33
Unload booth materials
4 people
34
Set up tables
4 people
35
Set up chairs
3 people
36
Set up exhibition walls
3 people
37
Build the fashion stage
4 people
38
Hang decorations
3 people
39
Set up lighting
2 people
40
Connect the sound system
2 people
41
Set up presentations
2 people
42
Set up the catering buffet
3 people
43
Chill drinks
2 people
44
Set up coffee station
2 people
45
Set up registration desk
2 people
46
Welcome exhibitors
3 people
47
Guide exhibitors to their booths
2 people
48
Carry out final stand check
2 people
49
Give staff briefing
2 people
50
Register guests
3 people
51
Distribute program
2 people
52
Welcome guests
3 people
53
Serve coffee and tea
2 people
54
Deliver welcome presentation
2 people
55
Present suppliers
2 people
56
Guide the fashion show
4 people
57
Carry out the music program
2 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Collect tableware
2 people
61
Answer guest questions
2 people
62
Guide the photo moment
2 people
63
Run a price promotion
2 people
64
Present the evening program
2 people
65
Hand out farewell gifts
2 people
66
Check out guests
2 people
67
Have exhibitors dismantle their booths
3 people
68
Switch off equipment
2 people
69
Collect furniture
4 people

Aftercare

70
Collect waste
3 people
71
Clean the venue
4 people
72
Wash dishes
2 people
73
Chill leftovers
2 people
74
Collect lost and found items
75
Inventory materials
2 people
76
Return rental items
2 people
77
Return exhibitor materials
2 people
78
Collect invoices
79
Store photos securely
80
Send thank-you message

What to bring

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

Furniture

Reception tablesqty 3
Trade fair tablesqty 20
Folding chairsqty 100
Lounge sofasqty 6
Lounge armchairsqty 12
High tablesqty 10
Bar stoolsqty 20
Clothes racksqty 8
Stage sectionsqty 6
Presentation lectern

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Forksqty 120
Knivesqty 120

Kitchen

Buffet traysqty 12
Serving spoonsqty 12
Serving traysqty 10
Coffee machinesqty 3
Thermos flasksqty 8
Water carafesqty 12
Coolersqty 8
Cutting boardsqty 4
Chef's knives and paring knivesqty 6
Aluminum foilqty 4

Equipment

Speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Lighting

LED spotlightsqty 12
Mood lightingqty 8
String lightsqty 10

Decorations

Flower arrangementsqty 12
Tableclothsqty 25
Chair coversqty 100
Balloon archesqty 2
Welcome sign
Directional signsqty 12
Stand signsqty 20
Name badgesqty 100
Exhibitor badgesqty 40
Program bookletsqty 120
Gift bagsqty 100

Cleaning

Waste binsqty 10
Mop setsqty 3
Dustpan and brushqty 3
Cleaning bucketsqty 4
Microfiber clothsqty 20
Glovesqty 10
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the exhibitor deadline before sending invitations. You need the confirmed exhibitor list to assign pitch locations, create the floor plan and describe the show accurately to visitors.
Plan the fashion show and presentations around the room layout, not afterwards. Mark the stage sections, lectern, speakers, seating and exhibitor pitches on one floor plan so visitor flow remains clear.
Close visitor registrations several days before the show, then send the final numbers and dietary requirements to the caterer. Keep a separate list for late registrations and no-shows at reception.
Count service items against the programme, not just the guest total. A show with coffee, a buffet and drinks may need different quantities of plates, cups, glasses, serving trays and thermos flasks at different times.
Send the run sheet, parking information and arrival instructions at least 3 days before the event. Prepare name badges and signage before the final morning, when exhibitor questions and deliveries usually take up the most time.

Frequently asked questions

How far in advance should I organise a wedding show?: Start at least 12 to 16 weeks before the show. Use the first 4 weeks to confirm the venue, exhibitors and main suppliers, then leave the final 2 weeks for registrations, floor-plan changes, catering numbers and event-day instructions.
When should I send invitations for a wedding show?: Send invitations 6 to 8 weeks before the event, once the date, location and main programme details are confirmed. Review registrations weekly and send final parking and arrival information about 3 days beforehand.
How do I plan the layout of a wedding show?: Create a floor plan 3 to 4 weeks before the show, after most exhibitors are registered. Assign each pitch, then add reception tables, trade fair tables, lounge seating, clothes racks, the stage, presentation area and clear routes between them.
When should I confirm catering for a wedding show?: Book catering as soon as the date and venue are confirmed, ideally 8 to 12 weeks ahead. Give the caterer an initial estimate, then confirm guest numbers and dietary requirements 5 to 7 days before the show.

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