How to organise an energy fair from first idea to opening
An energy fair needs more than a row of information booths. You need time to confirm exhibitors, build a programme visitors can follow and prepare demonstrations that work safely on the day. Start with the date and format, then secure participating stands before promoting the event. Registration, dietary requirements, layout planning and equipment checks should follow in that order. The final week is mainly about confirming details, labelling materials and making sure every booth knows when and where to set up.
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
Approach participating booths
2 people
- 3
Confirm exhibitors
2 people
- 4
Draft invitations
2 people
- 5
Send invitations
2 people
- 6
Post promotion online
2 people
- 7
Distribute posters
3 people
- 8
Open the registration form
- 9
Process registrations
2 people
- 10
Collect dietary requirements
2 people
- 11
Create the booth layout
2 people
- 12
Finalize the program
2 people
- 13
Share route directions
- 14
Check reservations
- 15
Order catering
2 people
- 16
Do the shopping
3 people
- 17
Check materials
2 people
- 18
Label the materials
2 people
- 19
Store catering chilled
2 people
- 20
Inform stands about setup
- 21
Open venue
2 people
- 22
Inspect venue
2 people
- 23
Set up tables
4 people
- 24
Set up chairs
3 people
- 25
Set out booths
3 people
- 26
Build party tents
4 people
- 27
Connect power points
2 people
- 28
Test demonstration equipment
3 people
- 29
Hang lighting
2 people
- 30
Place information signs
2 people
- 31
Hang up route signs
2 people
- 32
Distribute booth materials
3 people
- 33
Set up registration desk
2 people
- 34
Set up catering
3 people
- 35
Make coffee and tea
2 people
- 36
Prepare snacks
3 people
- 37
Place waste stations
2 people
Event
- 38
Staff the registration desk
2 people
- 39
Welcome visitors
3 people
- 40
Explain the program
- 41
Guide the booths
3 people
- 42
Lead the energy quiz
2 people
- 43
Demonstrate solar panels
2 people
- 44
Demonstrate heat pump
2 people
- 45
Give energy advice
4 people
- 46
Serve coffee and tea
2 people
- 47
Serve snacks
3 people
- 48
Refill drinks
2 people
- 49
Separate waste
2 people
- 50
Check toilets
- 51
Check stock
- 52
Arrange photo moments
- 53
Answer visitor questions
2 people
- 54
Inform last visitors
2 people
- 55
Close catering
2 people
Aftercare
- 56
Turn Off Power
2 people
- 57
Remove decorations
3 people
- 58
Dismantle stands
4 people
- 59
Take down party tents
4 people
- 60
Clear tables and chairs
4 people
- 61
Pack equipment
3 people
- 62
Collect waste
3 people
- 63
Take waste to the collection point
2 people
- 64
Wash dishes
3 people
- 65
Empty the coolers
2 people
- 66
Clean the venue
4 people
- 67
Inventory materials
2 people
- 68
Return materials
2 people
- 69
Return borrowed items
2 people
- 70
Collect lost and found items
- 71
Send thank-you message
- 72
Share photos with participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Tablesqty 18
- Chairsqty 80
- High tablesqty 6
- Tableclothsqty 18
- Stoolsqty 12
- Bollardsqty 12
- Storage cratesqty 20
Equipment
- Laptopqty 3
- Tabletsqty 4
- Screensqty 4
- Projector
- Projection screen
- Microphonesqty 2
- Portable speakerqty 2
- Solar panel setsqty 2
- Energy consumption metersqty 6
- Thermal imaging camera
- Thermostat modelsqty 2
- LED lights for demonstrationqty 12
- Power stripsqty 12
- Extension cordsqty 12
- USB chargersqty 6
- Battery chargersqty 2
Lighting
- LED garlandsqty 6
- LED work lightsqty 4
- Flashlightsqty 4
Decorations
- Energy fair bannersqty 4
- Directional signsqty 12
- Table signsqty 20
- Information boardsqty 10
- Clipboardsqty 12
- Flagsqty 8
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 120
- Platesqty 180
- Cutlery setsqty 180
- Serving traysqty 12
- Small bowlsqty 20
- Coffee potsqty 4
- Thermos flasksqty 6
- Water jugsqty 8
Kitchen
- Coolersqty 6
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving tongsqty 8
- Soup ladlesqty 4
- Thermos bottlesqty 4
- Cutting board matsqty 4
- Ice packsqty 24
- Kettlesqty 3
- Coffee machinesqty 2
Cleaning
- Waste binsqty 12
- Trash grabbersqty 4
- Broom setsqty 3
- Mop setsqty 2
- Cleaning bucketsqty 4
- Hand broomsqty 4
Catering
- Groceries
Tips
- Set the date and programme before contacting exhibitors. Allow at least 6–8 weeks for confirmations, invitations, online promotion and poster distribution, especially if demonstrations need specialist equipment.
- Confirm each booth in writing and ask what they need to demonstrate. Record requirements for tables, power strips, extension cords, screens, microphones or solar panel sets before creating the booth layout.
- Open registration as soon as the invitations go out, then check it at least twice a week. Collect dietary requirements early so catering numbers and chilled storage can be arranged without a last-minute change.
- Plan the visitor route around the demonstrations, not just the available furniture. Put directional signs at entrances, table signs at each booth and bollards or storage crates wherever cables or equipment could obstruct movement.
- Run a full equipment check no later than the day before opening. Test laptops, tablets, projectors, portable speakers, energy consumption meters and thermal imaging cameras, and label materials so setup does not depend on one person.
Frequently asked questions
- How long does it take to organise an energy fair?
- Allow 6–8 weeks for a small or medium-sized energy fair. That gives you time to confirm exhibitors, promote the event, process registrations and order catering before the final setup week.
- When should I invite exhibitors to an energy fair?
- Approach potential exhibitors at least 6 weeks before the event and set a firm confirmation deadline. Finalise the booth layout only after the participating stands and their equipment needs are known.
- When should registration open for an energy fair?
- Open registration as soon as the invitations and first promotion are ready, ideally 4–6 weeks before the event. Review registrations twice a week and close or update catering numbers several days before opening.
- When should I check the equipment for an energy fair?
- Check all demonstration and presentation equipment the day before the event, then do a quick test when the venue opens. Include power strips, extension cords, chargers, screens, microphones and lighting in the test rather than checking only the main devices.
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