How to organise an information fair

An information fair runs smoothly when exhibitors, visitors and practical details are coordinated in the right order. Start by securing the date and venue, then map the floor before inviting exhibitors or opening registration. As registrations come in, confirm booth needs, dietary requirements and technical equipment instead of leaving them to the final week. The most common problems are unclear layouts, missing power access, unprinted materials and drinks that have not been chilled in time.

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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
Create a market map
2 people
3
Invite exhibitors
2 people
4
Open the registration form
5
Send invitations
2 people
6
Register exhibitors
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm booth layout
2 people
10
Book catering
2 people
11
Determine drink and snack needs
2 people
12
Check permits
13
Check insurance
14
Confirm reservations
15
Assess technical requirements
2 people
16
Design signage
17
Prepare name badges
2 people
18
Print the program and floor plan
2 people
19
Send exhibitor information
20
Create volunteer instructions
2 people
21
Print the registration list
22
Check stock
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Sort materials by booth
3 people

Event

26
Open venue
2 people
27
Check the hall and entrance
2 people
28
Set up tables and chairs
4 people
29
Build stage walls
4 people
30
Number the stands
2 people
31
Hang up signage
2 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Prepare coffee and tea
2 people
35
Connect the technical equipment
2 people
36
Hand Out Booth Materials
3 people
37
Welcome exhibitors
3 people
38
Guide exhibitors to their spots
3 people
39
Carry out the final safety check
2 people
40
Staff the registration desk
2 people
41
Welcome visitors
3 people
42
Hand out programs
2 people
43
Support exhibitors
2 people
44
Serve coffee and tea
2 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Empty trash bins
2 people
48
Check toilets
49
Answer visitor questions
2 people
50
Register lost and found items
51
Arrange a break for exhibitors
52
Inform last visitors
2 people
53
Check out exhibitors
3 people
54
Collect stand materials
4 people

Aftercare

55
Clear tables and chairs
4 people
56
Switch off equipment
2 people
57
Collect tableware
3 people
58
Dispose of waste separately
2 people
59
Clean up catering
3 people
60
Clean the venue
4 people
61
Wash dishes
2 people
62
Inventory materials
2 people
63
Return borrowed items
2 people
64
Store leftover stock
2 people
65
Collect invoices and receipts
66
Send thank-you message
67
Archive participant list

What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
Registration desk
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8
Umbrella binsqty 2
Display wallsqty 20
Tableclothsqty 32
Storage cratesqty 12

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 10
Power stripsqty 10
Laptopsqty 2
Printers
Mobile phone chargersqty 6
Presentation screensqty 2
Presentation clickersqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Flower arrangementsqty 8
Buntingqty 6
Welcome sign
Information boardsqty 8
Table signsqty 32
Name badge holdersqty 100
Pensqty 100
Notepadsqty 50

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Tongsqty 8
Coolersqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Vacuum cleaner
Hand sanitizer bottlesqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Create the market map before confirming booths. Mark tables, chairs, display walls, the registration desk, storage space and power points so exhibitors know exactly what they are getting.
Set an exhibitor deadline at least 7 days before the fair. Use the final registration details to confirm booth layout, dietary requirements, presentation screens and other technical needs.
Treat the registration desk as a separate work area. Print the registration list, prepare name badges and place pens, a laptop or printer, chargers and spare paper there before doors open.
Plan refreshments by service period, not just by headcount. For the first hour, allow roughly two to three drinks per person, then check whether coffee, tea, water and snacks need replenishing.
Sort materials by booth on the day before the fair. Label crates with booth numbers and keep extension cords, power strips, signage and printed programmes together so setup does not depend on searching through boxes.

Frequently asked questions

How far in advance should I invite exhibitors to an information fair?: Send the first invitations at least 6 to 8 weeks before the fair, especially if organisations need approval or transport planning. Set a firm response deadline around 3 weeks before the event so you can finalise the map and programme.
When should I open registration for an information fair?: Open registration once the date, location and basic programme are confirmed, usually 4 to 6 weeks in advance. Close or review registrations 5 to 7 days before the fair so you can print the list and prepare name badges.
How do I plan the layout of an information fair?: Draw the floor plan before assigning booths, allowing clear routes between tables and a visible registration desk. Finalise the layout at least 7 days ahead, then share booth positions and arrival instructions with every exhibitor.
When should I arrange catering and drinks for an information fair?: Book catering as soon as you know the expected attendance, ideally 3 to 4 weeks before the fair. Collect dietary requirements by the registration deadline and chill drinks and check serving equipment on the day before.

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.