How to organise an information fair

An information fair works best when visitors can quickly see who is present, where to go and what each exhibitor offers. Start by booking a suitable room, then build the exhibitor list, open registration and plan the layout around confirmed participants. After that, coordinate access, parking, catering, equipment and printed materials. Leave time for late changes: contact details, dietary requirements, technical needs and pitch assignments are often incomplete until the final week.

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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 a room
2
Create a market map
2 people
3
Invite participants
2 people
4
Open the registration form
5
Process registrations
6
Confirm exhibitors
7
Collect dietary requirements
8
Check contact details
9
Compile program
2 people
10
Assign pitch locations
2 people
11
Gather parking information
12
Check accessibility
2 people
13
Make reservations
14
Send invitations
2 people
15
Design route signs
16
Design name badges
17
Collect information leaflets
2 people
18
Check presentations
2 people
19
Gather technical requirements
20
Order catering
21
Print signage
2 people
22
Print participant list
23
Print name badges
2 people
24
Assemble info packs
3 people
25
Check equipment
2 people
26
Do the shopping
2 people
27
Sort brochures
2 people
28
Chill drinks
2 people
29
Set out coffee supplies
30
Remind exhibitors

Event

31
Open venue
2 people
32
Receive deliveries
2 people
33
Set up tables and chairs
4 people
34
Hang up stand numbers
2 people
35
Welcome exhibitors
3 people
36
Build stands
6 people
37
Set up the presentation area
3 people
38
Test sound system
2 people
39
Test the projector and screen
2 people
40
Set up the reception desk
2 people
41
Lay out name badges
2 people
42
Set out coffee and tea
2 people
43
Display snacks
2 people
44
Place route signs
2 people
45
Restock toiletries
46
Staff the welcome desk
2 people
47
Register visitors
2 people
48
Inform visitors
2 people
49
Distribute program
2 people
50
Support exhibitors
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Facilitate presentations
2 people
56
Manage microphone
57
Capture photo moments
58
Check rest area
59
Check toilets
60
Check stock
61
Provide evening break catering
2 people
62
Guide visitors to the exit
2 people
63
Check out exhibitors
2 people
64
Collect lost and found items

Aftercare

65
Take down stalls
6 people
66
Clear tables and chairs
4 people
67
Switch off equipment
2 people
68
Wash dishes
3 people
69
Collect waste
3 people
70
Clean the venue
4 people
71
Pack up materials
3 people
72
Lock up the venue
2 people
73
Handle the deposit and keys
74
Return borrowed materials
2 people
75
Store leftover stock
2 people
76
Call Exhibitors Back
77
Archive photos
78
Return lost and found items

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 6
Registration desk
Coat rackqty 2
Clothes hangersqty 80
Bollardsqty 6
High tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Small bowlsqty 12
Coffee potsqty 3
Teapotsqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 8
Cable reelsqty 4
Extension cordsqty 8
USB sticksqty 2
Walkie-talkiesqty 4
Charging stationsqty 2
Mobile phoneqty 2

Presentation

Presentation boardsqty 12
Flip chartsqty 2
Flipchart padsqty 4
Markersqty 24
Whiteboard
Whiteboard markersqty 8
Pensqty 50
Sticky tackqty 6
Writing foldersqty 20
Clipboardsqty 10

Registration

Name badge holdersqty 120
Badge clipsqty 120
Registration formsqty 150
Program flyersqty 150
Information foldersqty 120
Markersqty 20
Cash box
Clipboard foldersqty 4

Decorations

Tableclothsqty 18
Buntingqty 6
Flower arrangementsqty 6
Decorative lampsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 8
Cable tiesqty 100
Ropeqty 2
Scissorsqty 6
Directional signsqty 12
Booth numbersqty 18

Lighting

LED work lightsqty 4
LED string lightsqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Create the market map before assigning pitch locations. Use the confirmed exhibitor list to place related organisations together and keep clear routes between tables, the registration desk and presentation areas.
Open registration only after you have checked the room capacity and access arrangements. Review registrations at least twice a week and follow up on missing contact details or dietary requirements within 2 working days.
Set a firm deadline for exhibitor information, presentations and technical requirements, ideally 10 to 14 days before the fair. This gives you time to check laptops, projectors, microphones, speakers, power strips and extension cords.
Prepare visitor-facing materials in one batch during the final week: route signs, name badges, the participant list and information packs. Print a small number of spare badges and keep the digital participant list available in case registrations change.
Plan the arrival setup separately from the fair floor. Put the registration desk, coat rack, parking information and accessibility guidance where visitors can find them before they reach the exhibitor tables.

Frequently asked questions

How far in advance should I organise an information fair?: Start at least 8 to 12 weeks before the event. Book the room first, then allow several weeks to invite participants, process registrations and confirm exhibitors before finalising the map and programme.
When should exhibitors confirm their pitch requirements?: Set the final deadline 10 to 14 days before the fair. Ask for presentation details, power needs, equipment requests and accessibility requirements at the same time so the layout and technical check can be completed once.
How do I plan the layout for an information fair?: Create a market map after the exhibitor list is stable, usually 2 to 3 weeks before the event. Keep visitor routes clear, place the registration desk near the entrance and leave enough space for tables, chairs, high tables and presentation equipment.
When should I print badges, signs and participant lists?: Print the main materials during the final week, after contact details and exhibitor confirmations have been checked. Keep a short update window of 24 to 48 hours for late changes and prepare spare name badges for walk-ins.

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.