How to organise an education fair

An education fair needs more than a room and a list of participating schools. Start by fixing the date and venue, then build the exhibitor list, open registration and shape the programme around the space available. The details that cause the most trouble are usually practical: booth layout, power access, workshop materials, name badges, dietary requirements and clear visitor information. Use the plan below to keep those decisions in the right order and avoid last-minute changes.

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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 people
2
Contact participating schools
2 people
3
Contact education providers
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Update participant list
10
Arrange exhibitor booths
2 people
11
Schedule workshops
2 people
12
Make reservations
13
Order catering
2 people
14
Inventory equipment
2 people
15
Finalize the program
2 people
16
Create floor plan
17
Prepare parking information
18
Design info signs
19
Design signage
20
Post promotion on social media
21
Prepare name badges
2 people
22
Print registration lists
23
Copy worksheets for workshops
2 people
24
Confirm materials with exhibitors
25
Check the weather forecast
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Collect materials
2 people
30
Open venue
2 people
31
Set up tables and chairs
6 people
32
Welcome exhibitors
3 people
33
Assign stand locations
3 people
34
Hand Out Booth Materials
2 people
35
Hang up decorations
3 people
36
Set up signage
2 people
37
Set up registration desk
2 people
38
Set up workshop rooms
3 people
39
Build the catering buffet
3 people
40
Set out coffee and tea
2 people
41
Test the equipment
2 people
42
Check toilets
43
Briefing for reception team
3 people
44
Brief exhibitors
2 people

Event

45
Staff the registration desk
2 people
46
Welcome visitors
3 people
47
Explain the program
2 people
48
Guide the exhibitors
2 people
49
Lead the workshops
4 people
50
Replenish informational materials
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Keep the buffet tidy
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
57
Register lost and found items
58
Inform last visitors
2 people
59
Check out exhibitors
2 people

Aftercare

60
Clear tables and chairs
5 people
61
Collect stand materials
3 people
62
Wash dishes
3 people
63
Clean up catering
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Switch off the equipment
2 people
67
Remove decorations
2 people
68
Return borrowed items
2 people
69
Store leftover catering
2 people
70
Archive registration details
71
Send thank-you messages
72
Share photos with participants

What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Registration desk
Brochure racksqty 12
Clothes racksqty 4
Bollardsqty 12
Waste binsqty 10

Equipment

Laptopqty 3
Tabletsqty 6
Screensqty 6
Projectorqty 2
Projection screenqty 2
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 12
Batteriesqty 24
USB sticksqty 4
Cable tiesqty 100

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coolersqty 6
Ice containersqty 4

Decorations

Tableclothsqty 24
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Plant decorationsqty 12
Photo backdrop
Table décorqty 24

Paper goods

Name badgesqty 150
Program leafletsqty 250
Floor plansqty 150
Workshop formsqty 200
Evaluation formsqty 150
Notepadsqty 100
Pensqty 150
Markersqty 60
Sticky notesqty 40
Clipboardsqty 12
A4 printing paperqty 5
Tapeqty 12
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Poster puttyqty 12
Permanent markersqty 24

Lighting

LED string lightsqty 8
LED lightsqty 12
Desk lampsqty 8

Cleaning

All-purpose cleanerqty 4
Glass cleanerqty 2
Dish soapqty 3
Spongesqty 12
Cleaning clothsqty 24
Mopqty 4
Bucketsqty 4
Hand soapqty 8
Hand sanitizerqty 8
Paper towelsqty 12
Toilet paperqty 24
Trash bagsqty 80
Paper towelsqty 12

Catering

Groceries

Tips

Set the date and venue before contacting schools and education providers. Allow at least 8 to 12 weeks for invitations, registrations and exhibitor coordination, especially if workshops are included.
Open registration as soon as the invitations go out and update the participant list at least once a week. Ask for dietary requirements during registration rather than trying to collect them by email later.
Create the floor plan before ordering furniture and equipment. Mark every exhibitor booth, registration desk, brochure rack, workshop area, screen, projector, speaker and power point, then check that visitor routes remain clear.
Finalize the programme at least 7 days before the fair. Confirm workshop times, speakers and materials, and prepare printed worksheets, name badges and registration lists before the final week.
Do a practical venue check 1 to 2 days before opening. Test microphones, screens, projectors, laptops, extension cords and charging cables, and check signage, parking information, waste bins and the weather forecast.

Frequently asked questions

How far in advance should I organise an education fair?: Start planning 8 to 12 weeks before the event. This gives participating schools and education providers time to confirm, while leaving enough time for registration, catering, booth planning and promotion.
When should registration open for an education fair?: Open registration when invitations are sent, ideally 6 to 8 weeks before the fair. Review the participant list weekly and close or confirm numbers at least 7 days before ordering catering.
How do I plan the layout of an education fair?: Draft the floor plan 3 to 4 weeks before the event, after you have a realistic exhibitor list. Include booths, the registration desk, workshop seating, brochure racks, signage, equipment and clear routes between areas.
When should I prepare materials for education fair workshops?: Confirm workshop materials with presenters at least 10 days before the fair. Copy worksheets, load presentations onto the laptop or USB sticks, and test the projector, screen and microphones during the final venue check.

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.