How to organise an interior fair

Organising an interior fair starts with the layout, not the invitations. Set the date and opening hours, confirm the venue’s capacity, then build the exhibitor list around the space available. After that, work through registrations, pitch locations, visitor information and catering in a fixed order. The details that often cause delays are practical ones: access lists, exhibitor badges, power for payment terminals, clear signs and chilled drinks ready before doors open.

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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
Confirm the venue and room layout
2 people
3
Contact exhibitors
2 people
4
Process exhibitor registrations
2 people
5
Assign pitch locations
2 people
6
Send participant information
7
Send invitations
2 people
8
Update the trade fair website
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Book catering
13
Send parking information
14
Finalize the floor plan
2 people
15
Make name badges for exhibitors
2 people
16
Design signage
17
Print maps and signs
2 people
18
Check the exhibitor list
19
Prepare access lists
2 people
20
Sort wristbands and badges
2 people
21
Print Supply List
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Set up catering for each time slot
2 people
25
Bring materials to the venue
4 people
26
Clear the loading and unloading area
2 people
27
Set up registration desk
3 people
28
Register exhibitors
3 people
29
Set up tables and chairs
5 people
30
Set up exhibition walls
5 people
31
Distribute power outlets
3 people
32
Hang lighting
3 people
33
Have exhibitors set up their stands
10 people
34
Set up the entrance and coat check
3 people
35
Set up catering points
3 people
36
Hang up signage
2 people
37
Check toilets
2 people
38
Clear emergency routes
3 people
39
Test registration system
2 people
40
Check the final stands
3 people
41
Hold team briefing
8 people
42
Prepare the doors and entrance
2 people

Event

43
Welcome visitors
4 people
44
Register visitors
3 people
45
Manage the cloakroom
2 people
46
Support exhibitors
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Refill the coffee points
51
Collect waste
2 people
52
Check toilets periodically
53
Keep walkways clear
2 people
54
Capture photo moments
55
Inform last visitors
2 people
56
Guide the exit
2 people

Aftercare

57
Clear the cloakroom
2 people
58
Have exhibitors take down their stands
8 people
59
Dismantle booth walls
5 people
60
Stack tables and chairs
5 people
61
Remove decorations
3 people
62
Roll up power cables
3 people
63
Bring waste to the collection point
3 people
64
Wash dishes
3 people
65
Clean the catering area
2 people
66
Sweep and mop the hall
4 people
67
Clean the restrooms
2 people
68
Return materials
4 people
69
Return borrowed items
2 people
70
Store leftover stock
2 people
71
Archive visitor registrations
72
Send thank-you message to exhibitors
73
Register lost and found items

What to bring

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

Furniture

Trade show booth wallsqty 30
Bali Tablesqty 4
Tablesqty 40
Chairsqty 120
High tablesqty 12
Coat racksqty 4
Clothes hangersqty 250
Bollardsqty 12
Barrier tapeqty 6

Equipment

Laptopsqty 3
Tabletsqty 3
Mobile card terminalsqty 2
Label printersqty 2
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Flashlightsqty 6
Power stripsqty 20
Extension cordsqty 12
USB chargersqty 8

Lighting

LED spotlightsqty 20
String lightsqty 12
Spare flashlightsqty 10

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Decorations

Tableclothsqty 45
Plantsqty 30
Decorative vasesqty 20
Decorative cushionsqty 40
Photo framesqty 20
Table décorqty 30
Trade fair bannersqty 8
Directional signsqty 20
Information boardsqty 12
Badge holdersqty 150
Wristbandsqty 600
Name badgesqty 150
Pensqty 50
Clipboardsqty 8
Printer paperqty 3
Tapeqty 12
Double-sided tapeqty 8
Cable tiesqty 300
Scissorsqty 10
Utility knivesqty 4
Measuring tapesqty 4

Kitchen

Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
traysqty 12
Cooler thermometersqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 8
Waste binsqty 16

Catering

Groceries

Tips

Confirm the room layout before assigning exhibitors. Mark each pitch, walkway and service area on the floor plan, then check that trade show booth walls, tables and chairs do not block entrances or emergency routes.
Give exhibitors a firm registration deadline at least 2–3 weeks before the fair. Use the final list to assign pitch locations, print name badges and prepare access lists without last-minute changes.
Send visitor information 5–7 days before the fair. Include opening times, parking instructions and the venue entrance, because guests often arrive at a different door than exhibitors.
Plan catering by time slot rather than putting everything out at once. Set up coffee machines, kettles, cups, glasses, plates and cutlery before the first slot, and chill drinks several hours before opening.
Test every operational device at the venue before exhibitors arrive. Check laptops, tablets, mobile card terminals, label printers, power strips, extension cords and USB chargers, and bring spare flashlights for poorly lit areas.

Frequently asked questions

How far in advance should I organise an interior fair?: Start planning at least 8–12 weeks before the fair. Confirm the date and venue first, then recruit exhibitors and open registrations; leave the final 2 weeks for the floor plan, badges, signs and access details.
How do I plan the layout for an interior fair?: Measure the usable room and draw the floor plan before assigning pitches. Leave clear routes between booths and keep at least one designated area for catering, registration and storage; finalise the plan 7–10 days before the event.
When should I contact exhibitors for an interior fair?: Contact potential exhibitors as soon as the date, venue and basic room layout are confirmed, usually 8–10 weeks ahead. Set a registration deadline 2–3 weeks before opening so locations and badges can be finalised.
What should I prepare the day before an interior fair?: Bring the printed maps, signs, badges, wristbands, access lists and equipment to the venue the day before whenever possible. Set out furniture and signage, test power and payment equipment, and chill drinks at least 4 hours before doors open.

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