How to organize a caravan fair from start to finish
Organizing a caravan fair starts with the site plan, not the decorations. Fix the date and location first, then secure exhibitors, assign pitches and collect the practical details visitors will need. Work backwards from opening time so registration, power, catering and caravan setup are ready before the first arrival. This approach also exposes common delays early, especially missing exhibitor confirmations, unclear parking information and too few extension cords.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Set the date and location before contacting exhibitors, then give them a clear deadline for confirmation and registration. You need final exhibitor numbers before assigning booth or pitch space.
- Draw the floor plan early, including caravan pitches, exhibition walls, registration, catering, entrances and power points. Leave enough access space for caravans to arrive, turn and leave without moving other displays.
- Send parking, arrival and pitch information before the fair, not on the morning itself. Include where caravans and campers register and who exhibitors should contact if they arrive late.
- Test visitor registration at least one day before opening. Check the laptop or tablets, printer and card machines together, and prepare name badges and the printed map and programme before the team arrives.
- Walk the grounds before setup and check every power outlet. Count extension cords and power strips by area, then test coffee machines, kettles, refrigerators, microphones and speakers after they are connected.
Frequently asked questions
- How far in advance should I organize a caravan fair?
- Start at least 8 to 12 weeks before the fair. Set the date and location first, contact exhibitors immediately afterwards, and allow a final 2-week period for registrations, catering numbers, maps and practical checks.
- How do I plan pitches for caravans at a fair?
- Create the floor plan as soon as you know the expected number of exhibitors. Reserve clear access lanes and allow at least 30 minutes per caravan for arrival and positioning during the setup period.
- When should exhibitors receive parking and arrival information?
- Send it no later than 7 days before the fair, then repeat the key details 24 hours before opening. Include the entrance, registration point, pitch assignment and the contact person for arrival problems.
- How early should the venue be set up before visitors arrive?
- Allow at least 3 to 4 hours for setup when caravans, tables, chairs, walls and registration equipment are involved. Finish power, visitor registration and exhibitor signage at least 60 minutes before opening.