How to organise an agricultural fair

Start by fixing the fair date, opening hours and exhibitor capacity before inviting anyone. Build the participant list, process registrations and collect dietary requirements early, then confirm exhibitors and assign each booth a defined space. After that, lock the programme, demonstrations, catering, power and insurance details. The final week is for printing, equipment tests and packing; on the day itself, allow several hours for floor marking, booth walls, tables, chairs and registration.

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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
Compile the participant list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm exhibitors
2 people
7
Create the booth layout
2 people
8
Plan the program and demonstrations
2 people
9
Book catering
10
Check power outlets
2 people
11
Check insurance details
12
Design signage
13
Print floor plan
14
Prepare name badges
2 people
15
Print the program booklets
2 people
16
Send exhibitor information
17
Check the shopping list
18
Do the shopping
2 people
19
Collect materials
3 people
20
Test equipment
2 people
21
Fill coolers
2 people
22
Set up the registration table
2 people
23
Mark exhibition floor
3 people
24
Set up exhibition walls
4 people
25
Set up tables and chairs
4 people
26
Hang up stand numbers
2 people
27
Hang up signage
2 people
28
Set up demo materials
4 people
29
Connect lighting and power
2 people
30
Test sound system
2 people
31
Set up coffee station
2 people
32
Set up catering
3 people
33
Prepare registration materials
2 people

Event

34
Welcome exhibitors
3 people
35
Carry out final stand checks
3 people
36
Register visitors
4 people
37
Welcome visitors
2 people
38
Announce the program
39
Serve coffee and tea
3 people
40
Refill drinks
2 people
41
Serve snacks
3 people
42
Empty trash bins
2 people
43
Check toilets
44
Guide demonstrations
2 people
45
Support exhibitors
2 people
46
Keep lost and found items
47
See off the last visitors
2 people

Aftercare

48
Have exhibitors take down their stands
3 people
49
Collect tableware
3 people
50
Store food safely
2 people
51
Dismantle furniture
4 people
52
Disconnect equipment
2 people
53
Remove decorations
2 people
54
Sort and remove waste
3 people
55
Wash dishes
3 people
56
Clean the expo floor
3 people
57
Inventory materials
2 people
58
Return borrowed items
2 people
59
Store leftover groceries

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 30
Chairsqty 120
High tablesqty 8
Display wallsqty 24
Stoolsqty 16
Tableclothsqty 30
Clothes racksqty 4

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 10
Charging stationsqty 2
Laptopqty 2
Printer
Presentation screen
Cable traysqty 12
Hand trucksqty 2
Toolboxesqty 2
Measuring tapesqty 3
Marking chalkqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Refrigeratorsqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Scissorsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 8
Serving jugsqty 6

Decorations

Buntingqty 12
Farm flagsqty 8
Flower boxesqty 12
Table décorqty 30
Stand number signsqty 30

Lighting

LED lampsqty 12
String lightsqty 8
Battery lampsqty 12

Catering

Registration binsqty 4
Name badge holdersqty 120
Clipboardsqty 10
Pensqty 50
Brochure holdersqty 20
Menu boardsqty 6
Groceries
Waste binsqty 12
Cooling matsqty 12

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Vacuum cleanersqty 2
Cleaning clothsqty 20
Paper dispensersqty 6

Tips

Set the date and exhibitor deadline first. Aim to close registrations at least 3–4 weeks before the fair so you can finalise the booth layout, badges, programme booklets and catering numbers.
Design the floor plan around power and visitor flow, not just available space. Check every outlet before assigning equipment, and keep extension cords, power strips and cable trays away from walkways.
Confirm demonstrations with exact start times and equipment needs at least 2 weeks ahead. Test the sound system, wireless microphones, speakers, laptop and presentation screen before event day.
Send exhibitors one information pack 7–10 days before opening. Include arrival time, booth dimensions, layout, power arrangements, programme details and where to check in at the registration table.
Treat setup as a separate work period, not a last-minute task. Allow at least 3 hours to mark the exhibition floor, install display walls, arrange counters, tables and chairs, fill coolers and test the registration equipment.

Frequently asked questions

How far in advance should I organise an agricultural fair?: Start planning at least 8–12 weeks ahead. Set the date and times first, invite exhibitors early, and close registrations around 3–4 weeks before the fair so the layout, catering and printed materials can be completed.
When should I confirm agricultural fair exhibitors?: Confirm exhibitors no later than 3 weeks before the event. This gives you time to assign booths, prepare name badges, print the floor plan and send final arrival and setup instructions.
How much time is needed to set up an agricultural fair?: Allow at least 3 hours for a small fair and longer if you have many booths or demonstrations. Floor marking, display walls, furniture, registration, catering equipment and sound checks should all be finished before visitors arrive.
When should I book catering for an agricultural fair?: Book catering once registrations give you a reliable headcount, ideally 3–4 weeks before the fair. Reconfirm final numbers and dietary requirements 5–7 days beforehand, including coffee, cold drinks, plates, glasses and cutlery.

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.