How to organise a winter sports fair

Start by fixing the fair’s date, opening hours and venue before contacting exhibitors. Once the room layout is known, build the exhibitor list, open visitor registration and collect practical requirements such as dietary needs, power access and presentation equipment. The final week is for confirming pitch locations, printing badges and information, checking the hall and organising deliveries. On the day, allow enough time to set up tables, display walls, signage and technical equipment before exhibitors arrive.

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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 trade fair date and times
2 people
2
Reserve the venue and room layout
2 people
3
Compile exhibitor list
2 people
4
Invite exhibitors
2 people
5
Publish registration form
6
Send visitor invitations
2 people
7
Post on social media
8
Process registrations
2 people
9
Collect dietary requirements
10
Assessing exhibitor needs
2 people
11
Assign pitch locations
2 people
12
Inform exhibitors
13
Order catering
2 people
14
Checking equipment and power
2 people
15
Create the presentation schedule
16
Create floor plans and signage
17
Prepare wristbands and badges
2 people
18
Print information materials
19
Print price lists and forms
20
Do the shopping
2 people
21
Bring materials to the venue
3 people
22
Check the hall and toilets
2 people
23
Set up tables and chairs
4 people
24
Set up exhibition walls
4 people
25
Hang up stand numbers
2 people
26
Distribute power outlets
2 people
27
Hang lighting
3 people
28
Connect the sound system
2 people
29
Set up presentation screen
2 people
30
Set out demo materials
4 people
31
Hang up decorations
3 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Chill drinks
2 people
35
Set up the coffee and tea station
2 people
36
Set up signage
2 people
37
Set up entrance and cloakroom
2 people
38
Clear emergency routes
2 people
39
Test equipment and microphones
2 people

Event

40
Welcome exhibitors
3 people
41
Guide exhibitors to their booths
3 people
42
Register visitors
3 people
43
Hand out badges
2 people
44
Inform visitors
2 people
45
Announce presentations
46
Facilitate presentations
2 people
47
Guide demonstrations
3 people
48
Serve coffee and tea
2 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Keep buffet and tables clean
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Register lost and found items
55
See visitors off
2 people
56
Check out exhibitors
2 people

Aftercare

57
Turn off the sound system
2 people
58
Collect presentation materials
3 people
59
Dismantle stand materials
4 people
60
Clear tables and chairs
4 people
61
Remove decorations
2 people
62
Wash dishes
3 people
63
Pack equipment
3 people
64
Sort and remove waste
3 people
65
Clean the room
3 people
66
Clean the restrooms
2 people
67
Hand over lost and found items
68
Return materials
3 people
69
Return rental items
2 people
70
Store unused groceries
2 people
71
Send visitor thank-you message
72
Send thank-you message to exhibitors

What to bring

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

Furniture

Trade fair tablesqty 20
Chairsqty 80
Display wallsqty 20
Bar stoolsqty 12
Coat racksqty 4
Waste binsqty 10

Tableware

Coffee cupsqty 100
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 20

Equipment

Laptopqty 2
Projector
Presentation screen
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Coolersqty 4
Cable reelsqty 4
Hand trucksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Refrigeratorsqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 4

Decorations

Snowflake decorationqty 30
Winter sports postersqty 20
Buntingqty 10
Tableclothsqty 20
Directional signsqty 20
Booth numbersqty 20
Badge holdersqty 120
Name stickersqty 150
Registration formsqty 150
Program leafletsqty 200
Pensqty 30
Clipboardsqty 6
Tapeqty 8
Cable tiesqty 100

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the venue layout before assigning pitches. Leave clear routes between trade fair tables and display walls, and mark every stand with a visible number before exhibitors begin unloading.
Ask exhibitors about power, presentation and furniture needs as soon as they register. Confirm extension cords, power strips, bar stools or extra display space at least one week before the fair.
Close visitor registration two to three days before the event if you need printed badges, wristbands or dietary information. Keep a final list for late registrations at the entrance.
Schedule presentations in fixed time blocks and test the laptop, projector, screen, speakers and wireless microphones before doors open. Keep cable reels and extension cords secured along walkways.
Order catering after registration numbers are reasonably stable, then confirm coffee, water and food quantities 48 hours beforehand. Check that coffee machines, kettles, thermos flasks, serving platters and waste bins are in place during the hall check.

Frequently asked questions

How far in advance should I organise a winter sports fair?: Start at least 8 to 12 weeks before the fair. Book the venue first, then invite exhibitors and open visitor registration early enough to confirm catering, room layout and technical needs.
When should exhibitors receive their pitch locations?: Send pitch locations at least 7 days before the event. This gives exhibitors time to prepare signage, transport arrangements and any requests for power, tables, chairs or display walls.
How much time is needed to set up a winter sports fair?: Allow 3 to 4 hours for setup, depending on the number of exhibitors and presentations. Set up tables, chairs and display walls first, then signage, registration materials and AV equipment.
When should I order catering for a winter sports fair?: Place the initial catering order 5 to 7 days before the fair, using your current registration count. Confirm the final number and dietary requirements 48 hours before opening.

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.