How to organise an entrepreneurs' fair

An entrepreneurs' fair works best when exhibitors, speakers and visitors all know exactly what will happen and when. Start by locking in the date and venue, then build the exhibitor list, floor plan and programme before promoting registration. In the final weeks, confirm dietary requirements, technical needs, deliveries and exhibitor materials. The most common problems are late presentations, unclear pitch locations and too little time for setting up tables, signage and registration.

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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
Work out the trade fair layout
2 people
3
Compile exhibitor list
2 people
4
Send invitations
2 people
5
Publish registration form
6
Contact exhibitors
2 people
7
Confirm speakers
8
Create the program
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send exhibitor information
12
Collect sponsor logos
13
Publish the promo message
14
Make reservations
15
Place catering order
16
Assess technical requirements
2 people
17
Collect presentations
18
Assign pitch locations
2 people
19
Prepare name badges
2 people
20
Design signage
21
Carry out printing
2 people
22
Assign volunteers
23
Confirm deliveries
24
Print the registration list
25
Collect materials
3 people
26
Do the shopping
2 people
27
Check catering
2 people
28
Label boxes per booth
2 people

Event

29
Open venue
2 people
30
Receive deliveries
3 people
31
Set up registration desk
2 people
32
Set up exhibitor tables
4 people
33
Set up chairs
3 people
34
Number the stands
2 people
35
Welcome exhibitors
3 people
36
Hand Out Booth Materials
2 people
37
Set up the presentation area
3 people
38
Test sound system
2 people
39
Hang up signage
2 people
40
Chill drinks
2 people
41
Set out coffee and tea
2 people
42
Prepare snacks
3 people
43
Sort name tags
2 people
44
Brief service team
2 people
45
Give exhibitor briefing
2 people
46
Staff the registration desk
2 people
47
Welcome visitors
3 people
48
Hand out name badges
2 people
49
Give the opening speech
50
Facilitate presentations
2 people
51
Serve catering
3 people
52
Refill drinks
2 people
53
Refill buffet
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Arrange photo moments
57
Host the networking drinks reception
3 people
58
Give the closing speech
59
Check out exhibitors
2 people
60
See visitors out
2 people

Aftercare

61
Collect stand materials
4 people
62
Take down tables and chairs
4 people
63
Switch off equipment
2 people
64
Wash dishes
3 people
65
Clean up catering
3 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Return borrowed items
2 people
69
Store leftover stock
2 people
70
Send exhibitor thank-you notes
71
Send visitor email
72
Archive photos
73
Collect reimbursements
74
Archive registration details

What to bring

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

Furniture

Exhibitor tablesqty 24
Foldable tablesqty 8
Chairsqty 120
Registration desk
Buffet tablesqty 4
Bar stoolsqty 8
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 6
Water jugsqty 8

Decorations

Tableclothsqty 32
Plantsqty 12
Buntingqty 8
Name badge holdersqty 30
Logo postersqty 30
Photo backdrop

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 3
Presentation clickersqty 2
Coolersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Bottle openersqty 6
Serving plattersqty 16

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6

Catering

Groceries

Tips

Create the floor plan before inviting exhibitors. Mark every exhibitor table, pitch location, registration desk, buffet table, power point and visitor route, then send each exhibitor their location with the practical information.
Set a firm deadline for exhibitor details and presentations, ideally 10 to 14 days before the fair. Use the final list for name badges, signage, the programme and the registration desk rather than making last-minute changes.
Treat the programme as a timing plan, not just a list of speakers. Add setup, registration, transitions between pitches and at least 10 minutes of buffer time so one delayed presentation does not disrupt the whole fair.
Check technical requirements with every speaker and exhibitor at least one week ahead. Confirm the laptop, projector, screen, microphones, speakers, power strips, extension cords and charging stations, and test the full setup before doors open.
Plan the arrival process separately from the fair itself. Print the registration list, prepare name badge holders, assign volunteers to registration and deliveries, and keep exhibitor materials together so setup does not block visitor entry.

Frequently asked questions

How far in advance should I organise an entrepreneurs' fair?: Allow at least 8 to 12 weeks for a fair with multiple exhibitors and speakers. Confirm the date and venue first, recruit exhibitors during the next 2 to 3 weeks, and close final logistical details 7 to 10 days before the event.
How do I plan the layout for an entrepreneurs' fair?: Draw the layout as soon as the venue is confirmed, before assigning exhibitors. Include exhibitor tables, chairs, pitch locations, registration, catering, waste bins and clear walkways; leave at least 90 cm for main visitor routes where possible.
When should I order catering for an entrepreneurs' fair?: Place the catering order around 7 to 10 days before the fair, once registration numbers and dietary requirements are reasonably stable. Reconfirm the final headcount and delivery time 2 to 3 days before the event.
When should exhibitors send their presentations and materials?: Set the deadline 7 to 10 days before the fair, then check missing files and materials immediately. Keep one final collection deadline at least 48 hours before opening so you can test presentations and prepare the programme and signage.

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.