How to organise an education fair without last-minute problems
An education fair runs smoothly when exhibitor details, visitor registration and the floor plan are settled before event-day setup begins. Start by fixing the date and opening hours, then build the registration process around exhibitors and visitors. In the final weeks, confirm booth numbers, dietary requirements, parking and permits, and prepare printed information. On the day, check escape routes, power access and the reception desk before exhibitors arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Publish trade fair date and times
- 2
Send invitations
2 people
- 3
Open the registration form
- 4
Invite exhibitors
2 people
- 5
Process exhibitor registrations
2 people
- 6
Process visitor registrations
2 people
- 7
Collect dietary requirements
- 8
Finalize booth layout
2 people
- 9
Assign stand numbers
- 10
Send participant information
2 people
- 11
Send parking information
- 12
Confirm reservations
- 13
Check permits and notifications
- 14
Create a visitor map
- 15
Print the program and opening hours
2 people
- 16
Prepare name badges
2 people
- 17
Prepare attendance lists
- 18
Prepare exhibitor passes
2 people
- 19
Share catering numbers
- 20
Check the shopping list
2 people
- 21
Do the shopping
3 people
- 22
Sort printed materials
2 people
- 23
Bring materials to the venue
3 people
- 24
Check the venue and escape routes
2 people
- 25
Mark the entrance and reception desk
2 people
- 26
Set up tables and chairs
5 people
- 27
Number exhibitor booths
3 people
- 28
Set up power points and extension cords
3 people
- 29
Set up registration desk
2 people
- 30
Set up information points
2 people
- 31
Hang up floor plans
2 people
- 32
Put up route and booth signs
3 people
- 33
Hang up decorations
2 people
- 34
Set up coffee and tea station
2 people
- 35
Chill drinks
2 people
- 36
Set out snacks
3 people
- 37
Lay out badges and program booklets
2 people
- 38
Test the sound and lighting
2 people
- 39
Check and restock toilets
2 people
Event
- 40
Welcome exhibitors
4 people
- 41
Guide exhibitors to their booths
3 people
- 42
Staff the registration desk
3 people
- 43
Welcome visitors
4 people
- 44
Hand out badges
2 people
- 45
Explain the program
2 people
- 46
Guide visitor flow
3 people
- 47
Staff the information point
2 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 periodically
- 54
Support exhibitors
2 people
- 55
Register lost property
- 56
Inform last visitors
2 people
- 57
Check out exhibitors
3 people
- 58
Close the registration desk
2 people
Aftercare
- 59
Clear away drinks and food
3 people
- 60
Collect and sort waste
4 people
- 61
Wash dishes
3 people
- 62
Take down tables and chairs
5 people
- 63
Remove signs and decor
3 people
- 64
Sweep and mop floors
3 people
- 65
Clean the restrooms
2 people
- 66
Switch off and pack up equipment
2 people
- 67
Move materials to storage
3 people
- 68
Return borrowed materials
2 people
- 69
Clear away leftover catering
2 people
- 70
Safely archive visitor data
- 71
Handle lost and found
- 72
Send thank-you message to exhibitors
- 73
Send thank-you message to visitors
- 74
Collect invoices and receipts
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Fair countersqty 4
- Tablesqty 35
- Chairsqty 180
- High tablesqty 10
- Stoolsqty 20
- Clothes hangersqty 20
- Waste binsqty 12
Equipment
- Laptopqty 2
- Tabletsqty 3
- Printersqty 2
- Cash drawer
- Extension cordsqty 15
- Power stripsqty 15
- USB chargersqty 8
- Mobile phoneqty 2
- Power banksqty 4
Lighting
- LED light barsqty 12
- Light standsqty 6
Decorations
- Backdrop clothsqty 12
- Buntingqty 8
- Balloonsqty 100
- Balloon pumpqty 2
- Plantsqty 12
- Tableclothsqty 35
- Poster puttyqty 10
- Double-sided tapeqty 8
- Scissorsqty 8
- Cutting knivesqty 4
- Rolls of tapeqty 12
- Ropeqty 4
- Booth numbersqty 40
- Route signsqty 20
- Floor plansqty 30
- Program bookletsqty 250
- Name badgesqty 250
- Badge holdersqty 250
- Pensqty 100
- Clipboardsqty 8
- Notepadsqty 100
- Information brochuresqty 500
- Brochure racksqty 40
- Notice boardsqty 20
Tableware
- Coffee cupsqty 180
- Glassesqty 180
- Platesqty 180
- Cutlery setsqty 180
- Serving traysqty 12
- Pitchersqty 12
- Thermos flasksqty 8
- Small bowlsqty 24
Kitchen
- Coffee machinesqty 4
- Kettlesqty 3
- Coolersqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving tongsqty 8
- Measuring cupsqty 3
- Kitchen scalesqty 2
- Serving bowlsqty 20
- Bowlsqty 20
- Bread basketsqty 12
- Pliersqty 12
- Cutting knivesqty 6
- Cutting boardsqty 6
- Thermo boxesqty 6
- Ice packsqty 24
Catering
- Groceries
Cleaning
- Broom setsqty 4
- Mopsqty 4
- Bucketsqty 6
- Dustpan and brushqty 6
- Cleaning glovesqty 12
- Pedal binsqty 8
- Waste sorting binsqty 6
Tips
- Set the date and opening hours before sending invitations. Open visitor and exhibitor registration early enough to process responses, collect dietary requirements and send participant information before the fair.
- Do not leave the booth layout until the final week. Assign stand numbers after registrations are processed, then share the map and practical instructions so exhibitors know where to go.
- Use the registration totals to confirm catering quantities. Share the final numbers with the caterer several days in advance, including all recorded dietary requirements.
- Prepare separate materials for visitors, exhibitors and the reception desk. Print the programme, opening hours, visitor map, name badges, attendance lists and exhibitor passes before transporting supplies to the venue.
- Allow a dedicated venue check before doors open. Walk the escape routes, mark the entrance and reception desk, and test laptops, tablets, printers, extension cords, power strips and chargers before exhibitors set up.
Frequently asked questions
- How far in advance should I organise an education fair?
- Start planning at least 8 to 12 weeks before the fair. Publish the date and opening hours first, then allow several weeks to invite exhibitors, open registration and process responses.
- When should exhibitor stand numbers be assigned?
- Assign stand numbers after exhibitor registrations have been processed and before participant information is sent. Aim to finalise the layout at least 7 days before the event so the map and signage can be prepared.
- When should I confirm catering numbers for an education fair?
- Confirm the expected number of visitors, exhibitors and staff several days before the fair, preferably 3 to 5 days in advance. Include dietary requirements collected through registration rather than estimating them on the day.
- What should I check at the venue before an education fair starts?
- Complete the venue check on the day before or several hours before opening. Verify escape routes, the entrance, reception desk, furniture placement, power points, printed materials and registration equipment before arrivals begin.
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