How to organise an innovation fair from first plan to event day

An innovation fair needs more than a room full of exhibition tables. Start by fixing the date, programme and venue, then build the exhibitor and speaker list before opening registration. Allow time to turn registrations into a workable booth layout, collect dietary requirements and check every presentation and technical connection. The final week is for confirmations, printed materials, name badges, signage and volunteer schedules—not for solving missing equipment.

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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 date and program
2 people
3
Invite exhibitors
2 people
4
Invite speakers
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Maintain the exhibitor list
10
Create the booth layout
2 people
11
Order catering
12
Assess technical requirements
2 people
13
Collect presentations
14
Prepare name badges
15
Prepare the map
16
Print the program
17
Print Signage
18
Confirm exhibitors
2 people
19
Schedule volunteers
20
Sort wristbands
21
Do the shopping
2 people
22
Check materials
2 people
23
Remind exhibitors
24
Sort name tags
2 people
25
Prepare snacks
3 people
26
Chill drinks
2 people
27
Set up tables and chairs
4 people
28
Set up exhibition walls
3 people
29
Set up exhibitor booths
6 people
30
Connect power points
2 people
31
Test presentations
2 people
32
Set up registration desk
2 people
33
Set up the catering table
2 people
34
Hang up signage
2 people
35
Hang up the program clearly
36
Briefing for reception team
3 people
37
Give exhibitor briefing
2 people

Event

38
Open the doors
2 people
39
Register visitors
3 people
40
Hand out name badges
2 people
41
Guide visitors around
2 people
42
Serve coffee and tea
2 people
43
Support exhibitors
2 people
44
Start presentations
45
Pass around the microphone
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Restock catering
2 people
49
Empty trash bins
2 people
50
Check toilets
51
Lead the networking round
2 people
52
Guide the photo moment
53
Announce the final round
54
Guide visitors to the exit
2 people
55
Have exhibitors dismantle their booths
2 people

Aftercare

56
Collect used glasses
3 people
57
Wash dishes
2 people
58
Clean up catering
2 people
59
Collect stand materials
4 people
60
Clear tables and chairs
4 people
61
Switch off the equipment
2 people
62
Collect waste
3 people
63
Clean the room
3 people
64
Remove signage
2 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Store leftover catering
2 people
68
Thank exhibitors
69
Send visitor email

What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
High tablesqty 8
Table skirtsqty 24
Display wallsqty 16
Brochure racksqty 12
Bar stoolsqty 16

Tableware

Reusable glassesqty 150
Coffee cupsqty 120
Platesqty 120
Dessert platesqty 150
Forksqty 150
Coffee spoonsqty 120
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 16
USB chargersqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clickersqty 2
Power banksqty 4

Lighting

LED lightsqty 8
Light standsqty 4

Decorations

Name badge holdersqty 30
Stand signsqty 16
Program postersqty 8
Wayfinding signsqty 12
Table décorqty 24
Plantsqty 12
Cable tiesqty 100
Painter's tapeqty 8
Double-sided tapeqty 6
Pensqty 60
Notepadsqty 60
Name badgesqty 150
Lanyardsqty 150
Clipboard foldersqty 6
Markersqty 24
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Pen holdersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 8
Drink dispensersqty 4
Bottle openersqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 10
Waste sorting binsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before inviting exhibitors or speakers. Keep at least 8–12 weeks between the first invitations and the fair so you can process registrations and follow up with people who have not replied.
Create registration forms for visitors and exhibitors separately. Ask visitors for dietary requirements at least 10 days before the event, and use the exhibitor information to build the booth layout rather than assigning spaces at the last minute.
Assess technical needs as soon as speakers confirm. Collect presentations 5–7 days beforehand, test the projector, screens, laptops, HDMI cables, microphones and power supplies, and keep spare chargers and power banks available.
Plan the room around movement, not just capacity. Mark tables, chairs, high tables, display walls, brochure racks and stand signs on the map, then print the programme, map and signage only after the layout is confirmed.
Use the final 48 hours for confirmation and packing checks. Remind exhibitors, sort name badges and wristbands, schedule volunteers, check serving equipment and prepare snacks so registration and refreshment areas are ready before guests arrive.

Frequently asked questions

How far in advance should I organise an innovation fair?: Start at least 8–12 weeks before the event. Secure the venue and programme first, then invite exhibitors and speakers early enough to confirm the layout, catering and technical setup.
When should exhibitors confirm their attendance?: Ask exhibitors to confirm no later than 10–14 days before the fair. This gives you time to update the exhibitor list, finalise the booth layout, print stand signs and follow up on missing information.
When should I order catering for an innovation fair?: Place the catering order around 10–14 days before the event, after you have processed most registrations and collected dietary requirements. Confirm the final headcount and requirements again 3–5 days beforehand.
How early should I test the technology for an innovation fair?: Complete a full technical check 5–7 days before the fair and repeat the essential connection test on the morning itself. Check the projector, screens, HDMI cables, microphones, extension cords and power strips with the actual laptops and presentations.

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.