How to organise an anniversary fair
An anniversary fair combines a trade show, presentations and a celebration, so the order of work matters. Start by fixing the date, programme and rooms before contacting exhibitors or opening registration. Then build the floor plan, confirm exhibitors, arrange catering and check every technical item. Keep the final week for guest information, dietary details, name badges, signage and equipment testing rather than last-minute decisions.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Reserve the venue and rooms
- 3
Create the trade show floor plan
2 people
- 4
Contact exhibitors
2 people
- 5
Send invitations
2 people
- 6
Process registrations
2 people
- 7
Track the registration form
- 8
Collect dietary requirements
- 9
Book catering
- 10
Reserve drinks and tableware
- 11
Reserve photographer
- 12
Finalize the music program
2 people
- 13
Confirm exhibitors
- 14
Schedule presentations
2 people
- 15
Prepare quiz and activities
2 people
- 16
Post promotion online
- 17
Send the program to guests
- 18
Prepare name badges
2 people
- 19
Make booth numbers
- 20
Design signage
- 21
Buy quiz prizes
- 22
Test the equipment
2 people
- 23
Create final guest list
2 people
- 24
Share the dietary overview
- 25
Send exhibitor information
- 26
Assign volunteers
2 people
- 27
Check the shopping list
2 people
- 28
Buy stock of shelf-stable products
2 people
- 29
Order fresh produce
- 30
Sort decorations
2 people
- 31
Sort name tags
2 people
- 32
Bring materials to the venue
3 people
- 33
Pick up fresh catering
2 people
- 34
Open venue
2 people
- 35
Check the halls and toilets
2 people
- 36
Set up tables and chairs
4 people
- 37
Set up booth walls and counters
4 people
- 38
Hang up stand numbers
2 people
- 39
Hang up signage
2 people
- 40
Hang decorations
3 people
- 41
Set up information table
2 people
- 42
Set up registration desk
2 people
- 43
Build the catering buffet
3 people
- 44
Chill drinks
2 people
- 45
Set out coffee and tea
2 people
- 46
Test equipment and presentations
2 people
- 47
Welcome exhibitors
3 people
- 48
Direct exhibitors to their stands
2 people
Event
- 49
Start opening music
- 50
Register guests
3 people
- 51
Hand out name badges
2 people
- 52
Guide visitors
2 people
- 53
Support exhibitors
2 people
- 54
Serve coffee and tea
2 people
- 55
Serve snacks
3 people
- 56
Refill drinks
2 people
- 57
Empty trash bins
2 people
- 58
Announce presentations
- 59
Facilitate presentations
2 people
- 60
Lead quiz rounds
2 people
- 61
Hand out quiz prizes
2 people
- 62
Restock the buffet
3 people
- 63
Serve diet meals
2 people
- 64
Guide the photo moment
2 people
- 65
Support the evening program
2 people
- 66
Announce the final round
- 67
Guide guests to the exit
2 people
- 68
Wrap up music
Aftercare
- 69
Safely clear away catering
3 people
- 70
Have exhibitors take down their stands
3 people
- 71
Remove decorations
3 people
- 72
Put tables and chairs back
4 people
- 73
Collect waste
3 people
- 74
Wash dishes
3 people
- 75
Clean the rooms
4 people
- 76
Clean the restrooms
2 people
- 77
Collect lost and found items
- 78
Inventory materials
2 people
- 79
Return borrowed materials
2 people
- 80
Distribute leftover food
2 people
- 81
Collect supplier invoices
- 82
Send thank-you messages
2 people
- 83
Share photos with those involved
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- Chairsqty 120
- Bar stoolsqty 8
- Booth countersqty 12
- Display wallsqty 24
- Clothes racksqty 4
- Tableclothsqty 18
- Lounge sofasqty 4
Tableware
- Dinner platesqty 120
- Pastry platesqty 120
- Coffee cupsqty 100
- Water glassesqty 150
- Wine glassesqty 120
- Coffee spoonsqty 100
- Cutlery setsqty 120
- Serving plattersqty 20
- Serving spoonsqty 12
Catering
- Drink dispensersqty 4
- Coffee thermosesqty 6
- Water jugsqty 8
- Coolersqty 6
- Ice cube traysqty 4
- Buffet warmersqty 6
- Serving tongsqty 12
- Corkscrewsqty 4
Equipment
- Laptopsqty 2
- Projector
- Projection screen
- Speakersqty 2
- Wireless microphonesqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 3
- Flip chartsqty 3
- Paper shredder
Decorations
- Balloonsqty 150
- Balloon archesqty 3
- Buntingqty 12
- Flower arrangementsqty 8
- Photo wallsqty 2
- Centerpiecesqty 18
- Light curtainsqty 4
- Vasesqty 20
Lighting
- LED spotlightsqty 8
- String lightsqty 6
- Battery lanternsqty 8
Kitchen
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 6
- Measuring cupsqty 4
- Storage binsqty 12
- Aluminum foilqty 4
- Cling filmqty 4
- Kitchen glovesqty 12
Cleaning
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Microfiber clothsqty 20
- Cleaning glovesqty 8
- Waste binsqty 10
- Waste sorting binsqty 4
Registration
- Name badgesqty 150
- Badge holdersqty 150
- Clipboardsqty 6
- Ballpoint pensqty 30
- Information leafletsqty 150
- Program bookletsqty 150
- Name badgesqty 30
Presentation
- Presentation clickersqty 2
- Whiteboardsqty 3
- Whiteboard markersqty 12
- Quiz formsqty 150
- Answer paddlesqty 30
- Trophiesqty 6
- Gift vouchersqty 6
Safety
- Flashlightsqty 4
- Cable matsqty 12
- Barrier tapeqty 4
- Non-slip matsqty 8
Groceries
- Groceries
Tips
- Set the date, programme and rooms first. Allow at least 8 to 12 weeks for exhibitor outreach, invitations, registrations and catering arrangements.
- Create the trade show floor plan before confirming booth numbers. Mark tables, booth counters, display walls, clothes racks, lounge seating and clear routes for guests and service staff.
- Track registrations weekly and close the guest list at least 5 days before the fair. Use the final count to confirm chairs, tableware, food, drinks and the dietary overview.
- Send exhibitors their arrival, booth and presentation information no later than 7 days before the event. This prevents late questions about setup times, equipment and signage.
- Test the projector, screen, laptops, speakers and wireless microphones at least 1 day beforehand. Also check practical service items such as coffee thermoses, drink dispensers, coolers and corkscrews.
Frequently asked questions
- How far in advance should I organise an anniversary fair?
- Start planning 8 to 12 weeks before the event. Book the venue and rooms first, then contact exhibitors and open guest registration while the programme is still being finalised.
- When should I send invitations for an anniversary fair?
- Send the first invitations 6 to 8 weeks before the fair. Send the confirmed programme and practical guest information again 5 to 7 days before the event.
- When should I finalise the guest list and dietary requirements?
- Close or review registration 5 days before the fair and share the dietary overview with catering at least 3 days beforehand. Keep a small buffer for late changes at check-in.
- How do I plan the layout for an anniversary fair?
- Draft the floor plan after the rooms are reserved and before exhibitors are confirmed. Include booth locations, presentation seating, catering, registration, clear walkways and enough space for tables, display walls and lounge furniture.
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