How to organise an outdoor trade show

An outdoor trade show needs more than a list of exhibitors and a row of stands. Start by fixing the date, opening hours and venue, then secure permits, power, toilets, waste collection and insurance before inviting exhibitors. Once registrations are moving, turn the site into a practical layout with stand numbers, visitor routes, parking information and clear supplier deadlines. The final week is about checking confirmations, weather plans, equipment and materials so the show can open without last-minute deliveries.

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 date and opening hours
2 people
2
Reserve venue
3
Apply for permits
4
Reserve power supply
5
Reserve toilet facilities
6
Arrange waste collection
7
Check insurance
8
Compile exhibitor list
2 people
9
Invite exhibitors
2 people
10
Send visitor invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send exhibitor information
2 people
14
Create the booth layout
2 people
15
Assign stand numbers
2 people
16
Check supplier confirmations
17
Order catering
2 people
18
Order drinks
19
Post promotion online
2 people
20
Publish the map
21
Send parking information
22
Check the weather forecast
23
Prepare the backup weather plan
2 people
24
Do the shopping
2 people
25
Collect materials
3 people
26
Prepare registration table
2 people
27
Reconfirm exhibitors
2 people
28
Inspect the site
2 people
29
Check power outlets
2 people
30
Check toilets
31
Build party tents
4 people
32
Set up exhibition walls
4 people
33
Set up tables and chairs
4 people
34
Lay out power cables
2 people
35
Install lighting
2 people
36
Put up signs and signage
2 people
37
Mark parking route
2 people
38
Set up registration desk
2 people
39
Welcome exhibitors
3 people
40
Guide exhibitors to their booths
3 people
41
Set up the catering buffet
3 people
42
Chill drinks
2 people
43
Prepare snacks
3 people
44
Test the cash register and card terminal
2 people
45
Conduct a safety check
2 people

Event

46
Welcome visitors
4 people
47
Register visitors
3 people
48
Staff the information desk
2 people
49
Support exhibitors
2 people
50
Serve catering
4 people
51
Serve coffee and tea
2 people
52
Refill drinks
2 people
53
Restock the buffet
2 people
54
Empty trash bins
2 people
55
Keep the grounds clean
2 people
56
Check toilets
57
Check the lighting
58
Inform last visitors
2 people
59
See visitors out
3 people
60
Have exhibitors dismantle their booths
3 people
61
Collect lost and found items

Aftercare

62
Cool catering leftovers
2 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Dismantle booth materials
4 people
66
Take down party tents
4 people
67
Remove lighting and cables
2 people
68
Remove signs and fences
3 people
69
Collect waste
3 people
70
Clean the grounds
3 people
71
Inventory materials
2 people
72
Return borrowed materials
2 people
73
Hand over the venue
2 people
74
Check unpaid invoices
75
Send follow-up messages to exhibitors
76
Handle lost and found

What to bring

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

Furniture

Party tentsqty 6
Display wallsqty 24
Tablesqty 24
Folding chairsqty 80
Beer tablesqty 10
Bar stoolsqty 12
Clothes racksqty 8
Crowd control barriersqty 20
Parasol basesqty 8

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitchersqty 8

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Card machinesqty 2
Extension cordsqty 12
Cable reelsqty 6
Power stripsqty 12
Flashlightsqty 6
Walkie-talkiesqty 6
Handheld megaphonesqty 2
Garment steamer

Lighting

LED string lightsqty 12
LED work lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 12
Fair countersqty 6
Tableclothsqty 24
Stand number signsqty 24
Directional signsqty 20
Welcome sign
Info boardsqty 6
Adhesive hooksqty 100
Cable tiesqty 200

Registration

Registration desksqty 2
Name badgesqty 250
Lanyardsqty 250
Markersqty 20
Clipboardsqty 6
Wristbandsqty 300
Cash boxesqty 2

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 12
Rubber cable matsqty 12
Work glovesqty 12
Flashlightsqty 6

Cleaning

Broom setsqty 4
Trash binsqty 16
Hand sanitizer stationsqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Book infrastructure before promoting the show. Power supply, toilet facilities, waste collection and insurance can take longer to arrange than exhibitor invitations, so confirm them before publishing the event.
Build the stand layout around access, not just available space. Assign every exhibitor a stand number, leave clear routes for visitors and suppliers, and publish the map together with parking information.
Set firm exhibitor deadlines at least 2–3 weeks before opening. Use that point to collect dietary requirements, send setup information and check whether each supplier has confirmed delivery times.
Plan food, drinks and payment equipment for the full opening period. Order catering and drinks after registration numbers are clearer, then test card machines, coffee machines, kettles and extension leads before setup day.
Make the weather decision early. Check the forecast 3–5 days before the show, confirm the backup plan, and keep party tents, barriers, work lights, flashlights and communication equipment ready for changing conditions.

Frequently asked questions

How far in advance should I start organising an outdoor trade show?: Start at least 3–6 months ahead, especially if the venue, permits, power or exhibitors are not confirmed. Set the date and opening hours first, then reserve the venue and essential site services before sending invitations.
When should I invite exhibitors to an outdoor trade show?: Invite exhibitors as soon as the venue and basic infrastructure are secured, ideally 8–12 weeks before the event. Close the exhibitor list 2–3 weeks before opening so you can finalise stand numbers, the layout and supplier information.
How do I plan power for an outdoor trade show?: List every powered item by stand and shared area, including coffee machines, card machines, lighting and cooling equipment, then reserve the supply before promotion starts. Check cable lengths and keep extension cords, cable reels and power strips off visitor routes.
When should I make a backup weather plan for an outdoor trade show?: Prepare the backup plan during the first planning phase, not when rain is forecast. Recheck the forecast 3–5 days before opening and define who decides, when exhibitors are informed and how tents, equipment and visitor routes will be adjusted.

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.