How to organise an organic fair

An organic fair works best when exhibitor recruitment, venue planning and visitor information run on one clear timeline. Start by fixing the date and location, then build the exhibitor list before publishing registration details. Once registrations are coming in, plan the talks, catering, stand layout and volunteer shifts around the confirmed numbers. The details most often missed are power access, dietary requirements, clear route signs and enough time to print badges and visitor materials.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the fair date and location
2 people
2
Compile exhibitor list
2 people
3
Invite exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Post fair information online
7
Process registrations
8
Collect dietary requirements
9
Create the lecture program
2 people
10
Confirm speakers
11
Make venue reservations
12
Book catering
13
Check permits and notifications
14
Create Trade Show Floor Plan
2 people
15
Assign stand numbers
16
Send booth information
17
Schedule volunteers
2 people
18
Prepare visitor registration
19
Make name badges
2 people
20
Distribute lecture promotion
21
Have printed materials made
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Prepare catering
3 people
25
Bring materials to the venue
4 people
26
Open venue
2 people
27
Clear the loading and unloading area
2 people
28
Set up tables and chairs
5 people
29
Set up exhibition walls
4 people
30
Hang up stand numbers
2 people
31
Set up the information desk
2 people
32
Set up registration desk
2 people
33
Set up the lecture room
3 people
34
Test the projector and screen
2 people
35
Test sound system
2 people
36
Check the lighting
2 people
37
Hang decorations and signage
3 people
38
Welcome exhibitors
3 people
39
Guide exhibitors to their booths
3 people
40
Hand out exhibitor materials
2 people
41
Set out coffee and tea
2 people
42
Set out snacks and lunch
3 people
43
Place waste stations
2 people
44
Check toilets
45
Brief volunteers
2 people

Event

46
Open the doors
2 people
47
Register visitors
3 people
48
Explain the program
49
Inform visitors
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
Refill buffet
2 people
55
Collect tableware
2 people
56
Separate waste
2 people
57
Host Talk on Organic Farming
2 people
58
Lead a lecture on sustainable nutrition
2 people
59
Moderate the panel discussion
2 people
60
Pass around the microphone
61
Capture photo moments
62
First aid for minor incidents
2 people
63
Guide visitors to the exit
2 people
64
Check out exhibitors
2 people
65
Close doors
2 people

Aftercare

66
Remove food and drinks
3 people
67
Wash dishes
3 people
68
Clear tables and chairs
5 people
69
Dismantle stand materials
4 people
70
Remove decorations
3 people
71
Collect waste
3 people
72
Clean the venue
4 people
73
Clean the restrooms
2 people
74
Pack equipment
2 people
75
Return materials
3 people
76
Store leftover stock
2 people
77
Register lost and found items
78
Send thank-you message to exhibitors
79
Follow up on visitor information

What to bring

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

Furniture

Trade fair tablesqty 24
Folding chairsqty 80
Information desk
Lecture tablesqty 4
Coat racksqty 2
Bollardsqty 8
Display wallsqty 16
Clothes hangersqty 80

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 20
Serving spoonsqty 12
Coffee spoonsqty 100

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2

Lighting

LED string lightsqty 8
LED work lightsqty 6
Batteriesqty 24

Decorations

Organic trade show bannersqty 4
Route signsqty 12
Directional signsqty 12
Tableclothsqty 28
Chalkboardsqty 10
Plantsqty 24
Buntingqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Pitchersqty 8
Serving utensilsqty 16
Cooling platesqty 8
Food containersqty 16
Kitchen scalesqty 2

Cleaning

Waste binsqty 12
Waste sorting binsqty 6
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand sanitizer dispensersqty 6

Catering

Groceries

Registration

Visitor badgesqty 250
Exhibitor badgesqty 50
Badge holdersqty 300
Wristbandsqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 10
Cash box
Payment terminalqty 2

Printed materials

Program leafletsqty 300
Floor plansqty 300
Lecture cardsqty 250
Exhibitor badgesqty 50
Evaluation formsqty 200
A4 information boardsqty 40

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 8
Flashlightsqty 4
Nitrile glovesqty 4
Warning signsqty 6

Tools

Cordless drill driversqty 2
Hammersqty 2
Screwdriver setsqty 2
Measuring tapesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Padlocksqty 6
Transport cartsqty 3

Tips

Set the date, venue and exhibitor invitation process first. Aim to have the registration form ready before sending invitations, so every exhibitor receives the same information and deadline.
Do not finalise the floor plan until registrations have been processed. Assign stand numbers only after you know how many trade fair tables, display walls and power points each area requires.
Collect dietary requirements with registration, not during the final week. Give the caterer one consolidated list at least 7 days before the fair and keep a small buffer for late changes.
Build the lecture programme around confirmed speakers and test the technical setup before opening. Check the projector, screen, wireless microphones, speakers, extension cords and power strips at the venue.
Plan the visitor journey from arrival to departure. Prepare the registration desk, name badges, coat racks and route signs, and schedule volunteers in shifts so the desk and lecture rooms are covered throughout the event.

Frequently asked questions

How far in advance should I organise an organic fair?: Start at least 12 weeks before the fair. Use the first 2 to 3 weeks for the date, venue and exhibitor invitations, then leave several weeks for registrations, permits, the programme, printing and final logistics.
When should I invite exhibitors to an organic fair?: Invite exhibitors as soon as the date and location are confirmed, ideally 10 to 12 weeks ahead. Set a registration deadline around 6 weeks before the fair so you can assign stands and publish accurate visitor information.
When should I make the organic fair floor plan?: Create a draft after the venue is reserved, but finalise the floor plan only after registrations close. Complete stand numbers, lecture areas, information desks and routes about 3 weeks before the fair.
How much catering do I need for an organic fair?: Base catering on confirmed exhibitors, speakers, volunteers and expected visitors rather than venue capacity. Confirm the headcount and dietary requirements at least 7 days ahead, then prepare a small extra allowance for drinks and simple refreshments.

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.