How to organise an education fair from first booking to event day

An education fair depends on early confirmations, a clear visitor journey and reliable event-day coordination. Start by booking the room and contacting participating schools before you publish registration details. Then build the programme, assign exhibitor spaces and prepare the information visitors and volunteers need. The details most often missed are presentation checks, dietary requirements, power access and the final route to the hall. Use the plan below to keep those decisions in the right order.

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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
Reserve the room
2
Contact participating schools
2 people
3
Invite exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Open visitor registration
7
Process registrations
2 people
8
Confirm exhibitors
2 people
9
Collect dietary requirements
10
Compile program
2 people
11
Schedule presentations
2 people
12
Create the booth layout
2 people
13
Design floor plan
14
Inventory equipment
15
Collect presentation materials
2 people
16
Design signage
17
Publish parking information
18
Create final participant list
2 people
19
Prepare name badges
2 people
20
Assemble info packs
3 people
21
Check presentations
2 people
22
Confirm deliveries
23
Assign volunteers
2 people
24
Print contact list
25
Check the route to the hall
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Set out info packs
2 people

Event

29
Check the Venue
2 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Hand Out Booth Materials
3 people
33
Welcome exhibitors
2 people
34
Register exhibitors
2 people
35
Guide the exhibitors
3 people
36
Set up the presentation area
3 people
37
Connect the projector
38
Test sound system
2 people
39
Set up registration desk
2 people
40
Lay out name badges
41
Set up coffee station
2 people
42
Chill drinks
2 people
43
Hang up signage
2 people
44
Lay out info packs
2 people
45
Open the doors
2 people
46
Register visitors
3 people
47
Inform visitors
2 people
48
Hand out info packs
2 people
49
Announce presentations
50
Facilitate presentations
2 people
51
Operate the microphone
52
Support exhibitors
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
2 people
55
Refill drinks
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Keep the route clear
59
Announce the finish signal
60
See visitors out
2 people
61
Check out exhibitors
2 people

Aftercare

62
Secure presentation materials
2 people
63
Switch off equipment
2 people
64
Collect stand materials
3 people
65
Take down tables
4 people
66
Put the chairs back
3 people
67
Wash dishes
2 people
68
Collect waste
2 people
69
Clean the room
3 people
70
Remove signage
2 people
71
Store leftover materials
2 people
72
Return borrowed items
2 people
73
Collect expenses
74
Send thank-you message
75
Process lost and found items

What to bring

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

Furniture

Information desksqty 30
Chairsqty 180
Registration deskqty 2
Stoolsqty 12
Tableclothsqty 30
Bollardsqty 12

Equipment

Laptopsqty 4
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 2
Walkie-talkiesqty 6
Power banksqty 4
Cable tiesqty 100

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 3
Coolersqty 4
Ice containersqty 2
Serving tongsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Bottle openersqty 4

Decorations

Name card holdersqty 35
Table signsqty 35
Directional arrowsqty 20
Program postersqty 10
Information boardsqty 8
Notice boardsqty 30
Presentation boardsqty 30
Poster puttyqty 12
Painter's tapeqty 12
Permanent markersqty 24
Ballpoint pensqty 100
Clipboardsqty 20
Badge holdersqty 180
Lanyardsqty 180

Lighting

LED lampsqty 8
Desk lampsqty 6

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setqty 2
Cleaning bucketqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Book the room before inviting schools, then allow at least 2–3 weeks for exhibitors to confirm their participation. Your floor plan depends on the number of information desks, presentation areas and visitor seats.
Open visitor registration only after the participating schools and programme are sufficiently confirmed. Close or review registrations 3–5 days before the fair so you can print the final participant list and prepare name badges.
Schedule presentations with setup and changeover time, not just speaking time. Check every presentation at least 1 day beforehand, including the projector, projection screen, speakers, wireless microphones and USB sticks.
Prepare the floor plan around visitor flow: place the registration desk at the entrance, keep presentation seating clear and mark exhibitor spaces visibly. Check extension cords, power strips and cable ties before furniture is delivered.
Give volunteers a short written brief and a contact list on the morning of the fair. Confirm deliveries, parking information and the route to the hall at least 24 hours in advance, especially if equipment or exhibitors arrive separately.

Frequently asked questions

How far in advance should I organise an education fair?: Start at least 8–12 weeks before the event. Reserve the room first, then contact schools and exhibitors; keep the final 1–2 weeks for registrations, programme checks, signage and logistics.
When should I open registration for an education fair?: Open registration once the main exhibitors and programme structure are confirmed, usually 4–6 weeks before the fair. Review the registrations 3–5 days before the event so badges and information packs match the final list.
How do I plan presentations at an education fair?: Create the presentation schedule after confirming speaker availability and room capacity. Allow at least 10 minutes between sessions for questions, movement and technical changes, and test all presentations no later than the day before.
What should I check the day before an education fair?: Check deliveries, the floor plan, signage, name badges, volunteer assignments, parking information and the route to the hall. Also test power, laptops, microphones and projection equipment at least 24 hours before visitors arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.

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