How to organise an installation fair

An installation fair needs more than a list of exhibitors and tables. Start by fixing the date and opening hours, then build the exhibitor list, manage registrations and confirm every practical requirement before you design the floor plan. The layout must account for display walls, counters, seating, power and presentation equipment. In the final week, check printed materials, badges, presentations, catering and stock so the event does not depend on last-minute shopping.

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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
Set the trade fair date and times
2 people
2
Create exhibitor list
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm exhibitors
2 people
7
Create the booth layout
2 people
8
Make reservations
9
Order catering
10
Finalize the program
2 people
11
Design the floor plan
12
Design name badges
13
Design signage
14
Send exhibitor information
2 people
15
Gather technical requirements
2 people
16
Collect presentations
17
Check presentations
2 people
18
Enter Badge Details
2 people
19
Check print materials
20
Collect Print Materials
21
Check stock
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare catering
3 people
25
Load materials
3 people
26
Open venue
2 people
27
Clear the loading area
2 people
28
Set out pitches
3 people
29
Build stage walls
4 people
30
Set up tables and chairs
4 people
31
Furnish booths with furniture
4 people
32
Hang stand signs
3 people
33
Set up signage
2 people
34
Set up registration desk
2 people
35
Set up the presentation area
3 people
36
Connect the screens
2 people
37
Test the lighting
2 people
38
Test sound system
2 people
39
Set up coffee station
2 people
40
Set out snacks
3 people
41
Brief the registration team
2 people

Event

42
Welcome exhibitors
3 people
43
Register visitors
3 people
44
Hand out badges
2 people
45
Guide visitors around
2 people
46
Announce presentations
47
Facilitate presentations
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Collect waste
2 people
52
Check toilets
53
Keep booth floors clean
2 people
54
Resolve technical issues
2 people
55
Support exhibitors
2 people
56
See off the last visitors
2 people

Aftercare

57
Have exhibitors dismantle their booths
4 people
58
Clean up catering
3 people
59
Switch off equipment
2 people
60
Collect materials
4 people
61
Dismantle stand walls
4 people
62
Put furniture back
4 people
63
Wash dishes
3 people
64
Dispose of waste
2 people
65
Clean the venue
3 people
66
Check materials
2 people
67
Pack equipment
2 people
68
Return rental items
2 people
69
Return exhibitor materials
2 people

What to bring

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

Furniture

Display wallsqty 24
High tablesqty 12
Fair countersqty 8
Exhibition chairsqty 48
Visitor chairsqty 120
Foldable tablesqty 16
Tableclothsqty 24
Brochure racksqty 8
Bollardsqty 12

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Sound system
Wireless microphonesqty 2
Presentation clickerqty 2
Extension cordsqty 12
Power stripsqty 16
Cable traysqty 20
Charging stationsqty 2
Refrigeratorsqty 3
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Hand trucksqty 2

Tableware

Coffee cupsqty 180
Glassesqty 240
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 60

Decorations

Trade show bannersqty 12
Plantsqty 16
Flagsqty 8
Directional signsqty 12
Booth numbersqty 24
Decorative lightingqty 8

Lighting

LED spotlightsqty 24
Work lightsqty 6

Catering

Coolersqty 6
Water dispensersqty 3
Coffee potsqty 6
Teapotsqty 3
Napkin holdersqty 12
Buffet traysqty 12
Drink dispensersqty 4
Ice containersqty 4
Thermos flasksqty 6
Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 12
Hand soap dispensersqty 6

Registration

Desk pensqty 30
Badge holdersqty 220
Lanyardsqty 220
Adhesive badgesqty 250
Registration foldersqty 6
Clipboard foldersqty 6
Wristbandsqty 250

Print materials

Program flyersqty 250
Floor plansqty 250
Exhibitor badgesqty 30
Name badgesqty 40
Presentation boardsqty 12
A4 paperqty 2
Printer inkqty 4

Safety

Cable markersqty 100
Marking tapeqty 12
Work glovesqty 12
Safety vestsqty 8

Tools

Cordless drill driversqty 2
Screwdriver setsqty 2
Allen key setsqty 2
Cable tiesqty 300
Duct tapeqty 8
Measuring tapesqty 3

Tips

Set the exhibitor deadline before sending invitations, leaving at least 7 days between the registration cut-off and the final confirmation. Use that gap to collect dietary requirements, technical needs and presentation files.
Design the booth layout before ordering furniture. Mark each display wall, counter, high table, chair and brochure rack on the floor plan, then check that visitors can move between booths without blocked aisles.
Ask exhibitors for laptop, screen, projector, microphone and power requirements at registration. Test presentations on the actual equipment no later than the day before, including aspect ratio, sound and the presentation clicker.
Plan catering by service point rather than by headcount alone. Place coffee machines, kettles, thermos flasks, cups, glasses, plates and cutlery where queues will not interfere with entrances or busy exhibition areas.
Create a loading and pack-down sequence with one responsible person and a hand truck. Label materials by booth, keep extension cords and power strips with the correct equipment, and check every stand against the floor plan before opening.

Frequently asked questions

How far in advance should I invite exhibitors to an installation fair?: Send invitations at least 6 to 8 weeks before the fair. Set a registration deadline around 3 weeks before opening so you still have time to confirm exhibitors, build the booth layout and resolve technical requirements.
When should the installation fair floor plan be finalised?: Finalise the first floor plan as soon as registrations close, then issue the approved version at least 7 days before the event. Recheck furniture, power points, presentation areas and visitor routes during the final setup check.
How do I prepare presentations for an installation fair?: Collect presentation files no later than 5 working days before the fair and check every file on the event laptop or screen. Keep a tested backup copy and allow at least 30 minutes before opening for the final sound and projection test.
How much catering equipment is needed for an installation fair?: Base quantities on the confirmed visitor and exhibitor count, then provide enough cups, glasses, plates and cutlery for one full service plus a reserve of about 10 percent. Prepare coffee and chilled drinks before doors open, with a second check after the first hour.

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.