How to organise an architecture fair from start to finish

An architecture fair needs more than exhibition tables and attractive stands. Start by fixing the date and venue, then build the exhibitor list and floor plan before sending invitations. Registration, visitor information and exhibitor instructions should follow a clear deadline schedule. In the final week, check power, badges, printed materials, catering and access routes. On the day, protect the entrance and floor before setting out the exhibition area, furniture, signs and equipment.

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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
Prepare floor plan for the trade fair
2 people
3
Compile exhibitor list
2 people
4
Draft invitations
5
Send invitations
6
Open the registration form
7
Process registrations
8
Confirm exhibitors
2 people
9
Publish visitor information
10
Collect dietary requirements
11
Book catering
12
Reserve furniture
13
Order print materials
14
Have trade show signs printed
15
Send exhibitor instructions
16
Assess power requirements
17
Check badge details
18
Prepare badges
2 people
19
Check the route directions
20
Do the shopping
2 people
21
Pick up printed materials
22
Sort materials
2 people
23
Open venue
2 people
24
Protect the floor and entrance
2 people
25
Set out the exhibition floor
2 people
26
Set up tables
3 people
27
Set up chairs
2 people
28
Set up presentation walls
3 people
29
Number exhibitor booths
2 people
30
Connect power points
2 people
31
Cover cables safely
2 people
32
Check the lighting
2 people
33
Set up registration desk
2 people
34
Hang up signage
2 people
35
Welcome exhibitors
3 people
36
Hand out exhibitor materials
2 people
37
Check exhibitor booths
3 people
38
Set up the coffee station
2 people
39
Set out snacks
2 people
40
Brief the registration team

Event

41
Open the doors
2 people
42
Register visitors
3 people
43
Hand out the program and map
2 people
44
Support exhibitors
2 people
45
Guide visitor flow
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Empty trash bins
50
Check toilets
51
Check stock
52
Inform last visitors
2 people
53
Have exhibitors dismantle their booths
3 people
54
See visitors out
2 people

Aftercare

55
Collect exhibitor materials
3 people
56
Stack tables and chairs
3 people
57
Dismantle presentation walls
3 people
58
Switch off equipment
2 people
59
Remove cables
2 people
60
Sort waste
2 people
61
Wash dishes
2 people
62
Clean coffee station
63
Clean the expo floor
3 people
64
Check the Restrooms
65
Hand over the venue
2 people
66
Return rental items
2 people
67
Store leftover materials
2 people
68
Store unused groceries
69
Register lost and found items
70
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 24
Chairsqty 80
Presentation wallsqty 24
Pedestalsqty 12
Bar stoolsqty 12
Clothes racksqty 4
Waste binsqty 8
Bollardsqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Wine glassesqty 120
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Laptopsqty 3
Label printersqty 2
Power stripsqty 18
Extension cordsqty 18
Cable traysqty 24

Lighting

Standing exhibition lampsqty 24
LED lampsqty 12

Decorations

Plantsqty 24
Tablecloth setsqty 24
Name badge holdersqty 30
Directional signsqty 16
Entrance banner

Office

Visitor badgesqty 500
Exhibitor badgesqty 100
Badge holdersqty 600
Lanyardsqty 600
Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 120
Labelsqty 300
Rolls of tapeqty 12
Scissor setsqty 6
Cable tiesqty 200
Program leafletsqty 500
Trade fair floor plansqty 500
Exhibitor formsqty 100

Cleaning

Broom setsqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Kitchen

Pitchersqty 12
Thermos flasksqty 8
Serving tongsqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Knivesqty 8
Coolersqty 4

Catering

Groceries

Tips

Create the floor plan before confirming exhibitors. Mark exhibition tables, presentation walls, pedestals, bar stools and circulation routes, then check that every stand has enough space for visitors and cables.
Give exhibitors one written information pack at least 7 days before the fair. Include arrival times, stand dimensions, power rules, badge details, loading instructions and the deadline for dietary requirements.
Assess power requirements before ordering equipment. Count laptops, coffee machines, kettles, lamps and other electrical items by area, then provide suitable power strips, extension cords and cable trays rather than running loose cables across walkways.
Close registration early enough to prepare accurately. Aim to finalise visitor numbers and dietary requirements 3 to 5 days before the event so catering, badges, chairs, glasses and plates can be adjusted without a same-day rush.
Print and sort everything before venue access begins. Keep visitor badges, name badge holders, directional signs, the entrance banner and exhibitor materials together, and allow at least 60 minutes on site for floor protection, signage and stand setup.

Frequently asked questions

How far in advance should I organise an architecture fair?: Start at least 8 to 12 weeks ahead, especially if you need many exhibitors, printed signs or a specific venue. Finalise the floor plan and exhibitor list before invitations go out, then set deadlines for registration and catering.
When should I send invitations for an architecture fair?: Send the first invitations 6 to 8 weeks before the fair and close or review registrations 7 to 10 days before it. Send exhibitor instructions separately at least 7 days before arrival so questions do not pile up during setup.
How much time is needed to set up an architecture fair?: Allow at least 2 to 3 hours for a small fair and longer if exhibitors bring their own displays. Reserve the first 60 minutes for protecting the entrance and floor, placing furniture and signs, and checking power before exhibitors arrive.
What should I check the day before an architecture fair?: Check the final exhibitor list, badges, dietary requirements, catering, printed materials, route directions and power plan. Also confirm that tables, chairs, presentation walls, lighting, waste bins and cable trays will be available when the venue opens.

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.