How to organise an infrastructure fair from start to finish

An infrastructure fair needs more than a room full of booths. You have to coordinate exhibitors, registrations, deliveries, power, signage and visitor flow in the right order. Start by fixing the date and opening registration, then build the exhibitor list before designing the booth layout. The final week is for confirming reservations, printing materials and sending instructions. On the day itself, protect enough time for unloading, equipment tests and table setup 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
Publish trade fair date and times
2
Send invitations
2 people
3
Open the registration form
4
Invite exhibitors
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update exhibitor list
8
Create the booth layout
2 people
9
Confirm reservations
10
Order catering
11
Check the printed materials
12
Make name badges
2 people
13
Print the program
14
Send route information
15
Send exhibitor instructions
16
Coordinate deliveries
2 people
17
Do the shopping
2 people
18
Collect materials
3 people
19
Lay out the stand numbers
20
Test the equipment
2 people
21
Open venue
2 people
22
Clear the loading and unloading area
2 people
23
Check the hall floor
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up exhibition walls
4 people
27
Hang up stand numbers
2 people
28
Welcome exhibitors
3 people
29
Hand Out Booth Materials
2 people
30
Place promotional materials
4 people
31
Set up registration desk
2 people
32
Sort name badges
2 people
33
Set up coffee station
2 people
34
Chill drinks
2 people
35
Prepare snacks
3 people
36
Set up signage
2 people
37
Check entrances and emergency exits
2 people
38
Brief the registration team
2 people
39
Carry out final stand check
3 people

Event

40
Register visitors
4 people
41
Hand out name badges
2 people
42
Direct visitors to booths
2 people
43
Support exhibitors
2 people
44
Guide demonstrations
2 people
45
Serve coffee and tea
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Check stock
51
Check the signage
52
Serve evening snacks
3 people
53
Monitor visitor flow
2 people
54
Remind Exhibitors to Depart
2 people
55
See off the last visitors
2 people

Aftercare

56
Have exhibitors dismantle their booths
4 people
57
Collect stand materials
3 people
58
Clear tables and chairs
4 people
59
Wash dishes
3 people
60
Empty coolers
2 people
61
Collect waste
3 people
62
Clean the room
4 people
63
Clean the restrooms
2 people
64
Remove decorations
2 people
65
Switch off equipment
2 people
66
Mark borrowed items
2 people
67
Inventory materials
2 people
68
Return rental items
2 people
69
Store leftover stock
2 people
70
Register lost and found items
71
Archive visitor data
72
Send thank-you message

What to bring

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

Furniture

Trade show boothsqty 20
Standing tablesqty 20
Bistro tablesqty 12
Registration tablesqty 2
Chairsqty 80
Stoolsqty 40
Clothes racksqty 4
Waste binsqty 12
Storage binsqty 10

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 6
Extension cordsqty 12
Power stripsqty 20
HDMI cablesqty 8
Charging cablesqty 12
Wi-Fi routersqty 3
Walkie-talkiesqty 8
Power banksqty 6

Lighting

LED work lightsqty 8
String lightsqty 6

Decorations

Welcome bannersqty 2
Stand signsqty 20
Booth number cardsqty 20
Signage boardsqty 12
Directional signsqty 10
Tableclothsqty 24
Brochure holdersqty 24
Cable traysqty 20
Cable tiesqty 200
Heavy-duty tapeqty 12
Double-sided tapeqty 8

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Pliersqty 8
Measuring cupsqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 8
Towel dispensersqty 8
Microfiber clothsqty 30
Nitrile glovesqty 200

Catering

Groceries

Tips

Publish the date and opening hours before inviting exhibitors, then keep registration open long enough to process responses and collect dietary requirements. Close or review the form at least 7 days before the fair so catering and badges are based on current numbers.
Create the booth layout only after exhibitor reservations are confirmed. Mark booth numbers, registration tables, seating and clear routes on the plan, and send each exhibitor their location and arrival instructions at least 3 days beforehand.
Treat deliveries as a timed operation, not a general arrival window. Clear the loading and unloading area before setup starts, assign someone to receive materials, and keep storage bins available so boxes do not block visitor routes.
Test every part of the visitor-facing setup before doors open: laptops, tablets, printers, screens, Wi-Fi routers and HDMI cables. Allow at least 60 minutes for testing and keep extension cords, power strips, charging cables and power banks together at the registration area.
Finish the physical setup in a fixed sequence: check the hall floor, set out tables and chairs, place stand numbers and signage, then add tablecloths and brochure holders. Keep LED work lights and walkie-talkies available for the setup team, especially if exhibitors arrive at different times.

Frequently asked questions

How far in advance should I plan an infrastructure fair?: Start planning at least 8 to 12 weeks before the fair. Use the first weeks for the date, invitations and exhibitor recruitment, then reserve the final 7 days for registrations, catering, printed materials and delivery coordination.
When should exhibitor registration close?: Close or review registration about 7 days before the event. That gives you enough time to update the exhibitor list, confirm reservations, collect dietary requirements and produce name badges and the printed programme.
How much setup time does an infrastructure fair need?: Allow at least 3 hours for a small-to-medium fair with tables, chairs, booths, signs and equipment. Add a separate 60-minute testing period for laptops, screens, printers, Wi-Fi and power connections before opening the venue.
When should I send exhibitor instructions?: Send the first instructions at least 3 days before the fair, including arrival times, unloading arrangements, booth numbers and route information. Send any final changes on the day before, rather than relying on verbal updates during setup.

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