How to organise an Energy Savings Fair

An Energy Savings Fair needs more than a row of exhibitor tables. Start by fixing the date and venue, then invite exhibitors early enough to build a useful programme and floor plan. Open registration before you print materials, and use the responses to plan dietary needs, badges, parking information and visitor flow. In the final week, confirm every exhibitor detail, test screens, microphones, laptops and energy meters, and leave time for deliveries and a safety check before visitors arrive.

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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
Invite participating exhibitors
2 people
3
Publish registration form
4
Send invitations
2 people
5
Post promotion on social media
6
Distribute posters
3 people
7
Process registrations
8
Collect dietary requirements
9
Compile exhibitor list
10
Create the booth layout
2 people
11
Send parking information
12
Finalize the program
2 people
13
Send speaker information
14
Check reservations
15
Order groceries
2 people
16
Print promotional materials
2 people
17
Check exhibitor details
18
Prepare name badges
2 people
19
Prepare signage
2 people
20
Test equipment and cables
2 people
21
Confirm catering delivery
22
Open venue
2 people
23
Receive deliveries
3 people
24
Conduct a safety check
2 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Set up exhibition walls
4 people
28
Distribute stand materials
3 people
29
Connect power points
2 people
30
Hang lighting
2 people
31
Hang up signage
2 people
32
Set up registration desk
2 people
33
Set up the catering area
3 people
34
Prepare coffee and tea
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Test presentations
2 people
38
Lay out the program and information materials
2 people
39
Welcome exhibitors
3 people
40
Carry out final stand check
2 people

Event

41
Welcome visitors
3 people
42
Register visitors
3 people
43
Distribute program
2 people
44
Support exhibitors
2 people
45
Facilitate presentations
2 people
46
Guide demonstrations
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Keep catering tables clean
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Capture photo moments
54
Answer final questions
2 people
55
Wave goodbye to visitors
3 people
56
Check out exhibitors
2 people

Aftercare

57
Switch off equipment
2 people
58
Dismantle booth materials
4 people
59
Clear tables and chairs
4 people
60
Wash dishes
3 people
61
Collect waste
3 people
62
Clean the catering area
2 people
63
Clean the venue
4 people
64
Return borrowed materials
2 people
65
Clear away leftover catering
2 people
66
Collect lost and found items

What to bring

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

Furniture

Trade fair tablesqty 16
Chairsqty 90
High tablesqty 8
Display wallsqty 12
Tableclothsqty 16
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 16
Extension cordsqty 16
USB chargersqty 8
Energy metersqty 6
Infrared thermometerqty 2
Demonstration panelsqty 6
Laptop standsqty 4
Presentation clickersqty 2

Registration

Registration tablesqty 2
Name badge holdersqty 120
Badge holdersqty 120
Desk pensqty 12
Clipboardsqty 6
Registration formsqty 180
Visitor wristbandsqty 180

Presentation

Flip chartsqty 3
Flip chart paperqty 6
Markersqty 24
Notepadsqty 120
Ballpoint pensqty 120
Question cardsqty 200
Notice boardsqty 6
Display standsqty 12

Decorations

Entrance banner
Directional signsqty 12
Program postersqty 10
Table signsqty 16
Name stickersqty 180
Tapeqty 8
Double-sided tapeqty 6
Cable rampsqty 12

Lighting

LED work lightsqty 6
LED string lightsqty 8
Emergency lightingqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 12
traysqty 8

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Cleaning glovesqty 8

Other

Toolboxesqty 2
Cable tiesqty 100
Scissorsqty 8
Measuring tapesqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Invite exhibitors before publishing the full programme, so you can promote confirmed demonstrations and speakers rather than placeholders. Set a firm deadline for names, logos, equipment needs and presentation details.
Create the booth layout after collecting exhibitor requirements. Mark tables, display walls, high tables, power points and presentation areas on one plan, and keep registration separate from the busiest visitor routes.
Close or review registrations at least 7 days before the fair. Use the final list for name badges, visitor wristbands, dietary requirements, exhibitor numbers and the quantity of printed materials.
Test presentation and demonstration equipment at the venue, not only at the office. Check laptops, screens, the projector, wireless microphone, speakers, power strips, extension cords and energy meters at least 1 day before opening.
Build the opening schedule around deliveries and setup. Receive groceries and equipment before doors open, set up tables and signage, complete the safety check, and keep a short buffer of 30 minutes for missing cables or late deliveries.

Frequently asked questions

How far in advance should I organise an Energy Savings Fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow several weeks for exhibitor invitations, registration, promotion and programme planning.
When should registration open for an Energy Savings Fair?: Open registration as soon as the date, location and basic programme are confirmed, ideally 6 to 8 weeks beforehand. Review the responses 7 days before the event so badges, wristbands and dietary information are accurate.
How do I plan the layout for an Energy Savings Fair?: Collect exhibitor requirements before drawing the layout, usually 3 to 4 weeks before the fair. Place registration near the entrance, separate demonstrations and presentations from busy circulation areas, and identify power needs for every booth.
When should I test the equipment for the fair?: Test the projector, screens, laptops, microphone, speakers, cables and energy meters at least 1 day before opening. Repeat a quick check after setup, because a working device can still fail when connected to a different cable or power strip.

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.