How to organise a wedding suppliers fair

A wedding suppliers fair works best when supplier logistics and visitor experience are planned together. Start by building the supplier list, setting up registration, and confirming what each exhibitor needs before assigning pitches. Then organise the venue layout, furniture, catering, signage and arrival information in that order. The details most often missed are dietary requirements, insurance and permits, parking instructions, and clear booth setup guidance. This plan covers 82 tasks and 68 items so you can run the day from one structured checklist.

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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
Compile the supplier list
2 people
2
Invite suppliers
2 people
3
Publish registration form
4
Process registrations
2 people
5
Collect dietary requirements
6
Send supplier confirmations
7
Send visitor invitations
2 people
8
Carry out a site visit
2 people
9
Create exhibition floor plan
2 people
10
Assign pitch locations
2 people
11
Sending Booth Instructions
12
Confirm registrations
2 people
13
Book catering
14
Reserve furniture
15
Reserve equipment
16
Check permits
17
Check insurance details
18
Post promotion on social media
19
Send directions
20
Send parking information
21
Update visitor list
22
Update supplier list
23
Prepare name badges
2 people
24
Print signage
25
Print program leaflets
2 people
26
Check catering order
27
Create allergen overview
28
Collect materials
2 people
29
Do the shopping
2 people
30
Chill drinks
2 people
31
Open venue
2 people
32
Clear the loading zone
2 people
33
Unload booth materials
4 people
34
Set out the exhibition floor
2 people
35
Set up tables
4 people
36
Set up chairs
3 people
37
Place booth numbers
2 people
38
Set up the information desk
2 people
39
Set up registration desk
2 people
40
Hang decorations
3 people
41
Build the photo wall
2 people
42
Set up lighting
2 people
43
Test sound system
2 people
44
Check power outlets
2 people
45
Set up the catering buffet
3 people
46
Set out coffee and tea
2 people
47
Prepare snacks
3 people
48
Check toilets
49
Check the safety routes
2 people
50
Welcome exhibitors
3 people
51
Register exhibitors
2 people
52
Carry out final stand check
3 people

Event

53
Open the doors
2 people
54
Register visitors
3 people
55
Hand out program brochures
2 people
56
Direct visitors to booths
2 people
57
Welcome suppliers
2 people
58
Serve coffee and tea
2 people
59
Serve snacks
3 people
60
Refill drinks
2 people
61
Keep buffet and tables clean
2 people
62
Empty trash bins
63
Check toilets periodically
64
Coordinate the photo wall
65
Operate lighting and sound
66
Inform last visitors
2 people
67
Close doors
2 people

Aftercare

68
Let exhibitors unload
4 people
69
Collect stand materials
3 people
70
Dismantle furniture
4 people
71
Remove decorations
3 people
72
Switch off equipment
2 people
73
Wash dishes
3 people
74
Empty the coolers
2 people
75
Sort waste
2 people
76
Clean the venue
4 people
77
Clean the restrooms
2 people
78
Collect lost and found items
79
Return rental items
2 people
80
Clear away leftover groceries
2 people
81
Collect invoices and receipts
82
Thank suppliers

What to bring

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

Furniture

Reception tablesqty 3
Beer tablesqty 12
Foldable tablesqty 24
Chairsqty 120
Bar stoolsqty 12
Tableclothsqty 30
High tablesqty 8
Information desk
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 160
Wine glassesqty 100
Beer glassesqty 80
Dessert platesqty 120
Serving plattersqty 20
Coffee spoonsqty 120
Cutlery setsqty 120
Serving utensilsqty 24

Catering

Coffee machinesqty 3
Water jugsqty 12
Drink dispensersqty 4
Coolersqty 6
Serving plattersqty 24
Serving trays with lidsqty 12
Thermos flasksqty 8
Bottle openersqty 6
Corkscrewsqty 4
Bar matsqty 6
Groceries

Equipment

Laptopsqty 2
Tabletsqty 3
Card machinesqty 2
Printersqty 2
Extension cordsqty 12
Power stripsqty 16
Cable reelsqty 4
Sound system
Wireless microphonesqty 2
Laptop chargersqty 5

Lighting

LED spotlightsqty 12
Mood lightingqty 8
String lightsqty 10

Decorations

Flower arrangementsqty 12
Balloon archesqty 2
Photo backdrop
Table décorqty 24
Stand signsqty 30
Booth numbersqty 30
Welcome sign
Menu boardsqty 6
Table numbersqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 12
Serving tongsqty 12
Aluminum foilqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6

Tips

Build the supplier list before sending invitations, then record each registration, contact detail and pitch requirement in one place. Set a clear registration deadline so you are not assigning locations while suppliers are still replying.
Visit the venue before drawing the floor plan. Check entrances, power access, fire exits, coat-rack space and the position of the information desk, then leave enough room for visitors to move between pitches.
Confirm suppliers twice: once after registration closes and again with the final pitch location and booth instructions. Send setup times, unloading directions and parking information at least 7 days before the fair.
Book catering from the expected visitor and supplier numbers, not just the number of exhibition pitches. Allow for dietary requirements and check that coffee machines, water jugs, glasses, serving equipment and waste bins are available before delivery day.
Prepare visitor-facing materials in the final week: name badges, signs, directions and programme leaflets. Update the visitor and supplier lists after late changes so the reception team is working from one current version.

Frequently asked questions

How far in advance should you organise a wedding suppliers fair?: Start planning at least 12 weeks before the fair. Aim to have the supplier list, registration form and venue requirements agreed by week 8, with the floor plan and supplier confirmations completed at least 2 weeks before the event.
When should I invite wedding suppliers to a fair?: Send the first supplier invitations 8 to 12 weeks ahead, depending on the size of the fair. Give suppliers a registration deadline around 4 weeks before the event so you have time to assign pitches and send booth instructions.
How do you plan the layout of a wedding suppliers fair?: Carry out a site visit before creating the floor plan, ideally 6 to 8 weeks before the fair. Mark entrances, exits, visitor circulation, catering, information and pitch locations, then confirm each assignment no later than 14 days before opening.
What should be checked before a wedding suppliers fair opens?: During the final week, check permits, insurance details, signage, furniture, equipment, catering and the latest visitor and supplier lists. On the day, allow at least 2 hours before opening for supplier arrival, booth setup, registration and a safety walk-through.

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.