How to organise an entertainment fair

An entertainment fair needs more than a list of exhibitors and a programme. Start by fixing the date and venue, then build the exhibitor process, visitor registration and floor plan around the space available. Workshops, catering, promotion and technical equipment should be confirmed before you publish the final programme. This guide helps you set the right order, spot common gaps and prepare the information volunteers and exhibitors need on the day.

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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 venue
2
Set the trade fair date
3
Create exhibitor list
2 people
4
Invite exhibitors
2 people
5
Send invitations
2 people
6
Open the registration form
7
Set up visitor registration
8
Compile program
2 people
9
Confirm workshops
2 people
10
Collect dietary requirements
11
Book catering
12
Design promotional materials
2 people
13
Publish promotion
2 people
14
Check permits
15
Reserve equipment
16
Create floor plan
2 people
17
Assign pitch locations
2 people
18
Process registrations
2 people
19
Send exhibitor information
20
Schedule volunteers
2 people
21
Print the run sheet
22
Print the visitor list
23
Do the shopping
2 people
24
Check materials
2 people
25
Remind exhibitors
26
Open venue
2 people
27
Receive deliveries
2 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Set up exhibition walls
4 people
31
Hang up stand numbers
2 people
32
Hang up decorations
3 people
33
Set up the stage area
3 people
34
Connect the sound system
2 people
35
Test presentations
2 people
36
Test lighting
2 people
37
Set up catering
3 people
38
Chill drinks
2 people
39
Set up registration desk
2 people
40
Hang up the program
2 people
41
Conduct a safety check
2 people
42
Brief reception team
5 people

Event

43
Welcome exhibitors
3 people
44
Register visitors
4 people
45
Inform visitors
2 people
46
Deliver the opening presentation
2 people
47
Lead the workshops
3 people
48
Guide demonstrations
3 people
49
Guide the photo contest
2 people
50
Host the stage program
2 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Collect waste
2 people
54
Check toilets
55
Support the technical setup
2 people
56
Support exhibitors
2 people
57
Inform last visitors
2 people
58
Announce the closing
59
Check out exhibitors
3 people

Aftercare

60
Turn off the sound system
2 people
61
Clean up catering
3 people
62
Wash dishes
2 people
63
Gather tables and chairs
4 people
64
Remove decorations
3 people
65
Dismantle booth walls
4 people
66
Dispose of waste
3 people
67
Clean the venue
4 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Return equipment
2 people
71
Thank exhibitors
72
Share photos
73
Process outstanding payments

What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
Registration desk
Bar stoolsqty 8
Display wallsqty 24
Clothes racksqty 4
Bollardsqty 12
Waste binsqty 10

Tableware

Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 100
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving spoonsqty 12

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Microphonesqty 4
Speakersqty 4
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 4
Flip chartsqty 4
Presentation clickersqty 3
Camera
Cable traysqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Hot traysqty 4
Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Ice packsqty 24

Decorations

Bannersqty 8
Balloonsqty 150
Balloon weightsqty 12
Tableclothsqty 24
Red carpet
Photo backdrop
Theme postersqty 20

Lighting

LED spotlightsqty 12
Light Stripsqty 6
Standing lampsqty 6
Batteriesqty 24

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the venue and date before inviting exhibitors. Measure the available space first, because the number of tables, display walls, clothes racks and pitch locations determines how many exhibitors you can accept.
Open exhibitor registration early enough to collect practical details, including display needs, workshop requirements and dietary information. Send confirmed exhibitors their pitch location and arrival instructions before the event.
Build the programme only after workshops and demonstrations are confirmed. Leave clear changeover time between sessions and check that the projector, screen, microphones, speakers, mixer and presentation clickers work together.
Draw the floor plan around visitor flow, not just available furniture. Keep the registration desk visible at the entrance, place cable trays and power strips where they cannot become trip hazards, and leave room around busy pitches.
Prepare the event-day pack at least one day before opening. Print the run sheet and visitor list, check tables, chairs, reusable cups, coffee machines and waste bins, and give volunteers a short schedule with named responsibilities.

Frequently asked questions

How early should I start organising an entertainment fair?: Start at least 12 weeks before the fair. Fix the venue and date first, then allow several weeks for exhibitor invitations, registrations, workshops, promotion and equipment bookings.
When should exhibitors receive their pitch locations?: Send pitch locations and arrival information 7 to 10 days before the event. This gives exhibitors time to plan their displays and lets you correct gaps in the floor plan before setup.
How long before the fair should I finalise the programme?: Finalise the programme about 3 weeks before opening. Confirm workshops, technical requirements and timings first, then publish the promotional materials and visitor information.
What should I check the day before an entertainment fair?: Check the furniture, registration setup, display equipment, power leads, presentation equipment, catering supplies and printed documents the day before. Keep a final checklist and allow at least 2 hours for resolving missing or faulty items.

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