How to organize a logistics trade fair

Start by fixing the date and venue, then build the exhibitor and visitor process around those decisions. A logistics trade fair depends on accurate booth information, clear arrival instructions and enough time to prepare badges, maps and presentation equipment. Work backwards from opening time: confirm deliveries, test lighting and screens, and finish the floor setup before exhibitors arrive. The plan below covers the details that are often left until the last day, including dietary requirements, power access and chilled drinks.

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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
Confirm date and location
2 people
2
Compile exhibitor list
2 people
3
Publish registration form
4
Send invitations
2 people
5
Invite exhibitors
2 people
6
Process visitor registrations
2 people
7
Collect dietary requirements
8
Check exhibitor details
2 people
9
Draw the booth layout
2 people
10
Prepare visitor registration
2 people
11
Send parking information
12
Make badges and wristbands
2 people
13
Print booth numbers
14
Print maps
15
Print name badges
16
Print program
17
Order catering
2 people
18
Check the lighting
2 people
19
Collect presentation materials
2 people
20
Confirm deliveries
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Set up tables and chairs
4 people
24
Build stage walls
4 people
25
Hang up stand numbers
2 people
26
Distribute power outlets
2 people
27
Connect lighting
2 people
28
Set up registration desk
2 people
29
Build the catering buffet
3 people
30
Arrange snacks
3 people
31
Set up information points
2 people
32
Hang up floor plans
2 people
33
Check toilets
2 people
34
Test equipment at each booth
3 people
35
Briefing for reception team
3 people

Event

36
Open the doors
3 people
37
Register visitors
3 people
38
Hand out badges
2 people
39
Welcome exhibitors
2 people
40
Answer route questions
2 people
41
Serve coffee and tea
2 people
42
Refill drinks
2 people
43
Refill snacks
2 people
44
Empty trash bins
2 people
45
Keep buffet clean
2 people
46
Monitor visitor flow
2 people
47
Check stock
48
Serve evening catering
3 people
49
Collect tableware
2 people
50
See off the last visitors
3 people
51
Check out exhibitors
2 people

Aftercare

52
Store leftovers safely
2 people
53
Dismantle stand materials
4 people
54
Put furniture back
4 people
55
Wash dishes
3 people
56
Clean the venue
4 people
57
Dispose of waste separately
2 people
58
Inventory materials
2 people
59
Return rental items
2 people
60
Register lost property
61
Send visitor thank-you notes
62
Send exhibitor thank-you notes

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 36
Chairsqty 120
Display wallsqty 30
Bar stoolsqty 12
Clothes racksqty 6

Tableware

Coffee cupsqty 150
Glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20

Equipment

Laptopsqty 4
Tabletsqty 4
Screensqty 8
Projector
Projector screen
Extension cordsqty 20
Power stripsqty 20
Charging stationsqty 4
Walkie-talkiesqty 8
Handheld microphone
Speakersqty 2
Power banksqty 8

Decorations

Trade fair bannersqty 8
Plantsqty 12
Tableclothsqty 36
Directional signsqty 12
Info panelsqty 6

Lighting

LED spotlightsqty 16
Light Stripsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Food warmersqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 12

Catering

Groceries

Registration

Name badgesqty 350
Badge holdersqty 350
Lanyardsqty 350
Adhesive labelsqty 500
Desk pensqty 20
Clipboardsqty 8

Print materials

Visitor mapsqty 350
Program leafletsqty 350
Exhibitor foldersqty 40
Trade show stickersqty 100
Arrow stickersqty 40
Notepadsqty 350
Ballpoint pensqty 400

Safety

Cable matsqty 20
Warning signsqty 8
Flashlightsqty 6
Work glovesqty 12

Transport

Transport cartsqty 4
Roll containersqty 6
Ratchet strapsqty 12

Tips

Create the exhibitor list before publishing registration, and set a firm deadline for booth details. Late changes affect the booth layout, printed booth numbers, maps and name badges.
Send parking information with the invitations and registration confirmation, not on the morning of the fair. Visitors and exhibitors should know where to go before they arrive with materials.
Draw the booth layout before ordering furniture or printing signage. Check every booth for a counter, tables, chairs, display walls and a nearby power source where needed.
Collect presentation materials at least 3 days before the event. Test each laptop, screen, projector, microphone and speaker with the actual files rather than relying on a last-minute check.
Finish the venue setup at least 2 hours before doors open. This leaves time to place directional signs, hang stand numbers, arrange registration and chill drinks after tables and chairs are in position.

Frequently asked questions

How far in advance should I organize a logistics trade fair?: Start at least 8 to 12 weeks before the fair. Use the first 2 weeks for the date, venue and exhibitor list, then leave at least 3 weeks for registration, booth details, printing and supplier confirmations.
When should exhibitors receive their booth information?: Send the confirmed booth number, layout and arrival instructions no later than 7 days before the fair. Set the final deadline for exhibitor changes at least 10 days before printing maps and signage.
How many registration staff do I need for a logistics trade fair?: Plan for 1 registration staff member per 75 to 100 expected visitors during the busiest arrival hour. Add one floating person if exhibitors, deliveries and visitor check-in use the same entrance.
When should catering and dietary requirements be confirmed?: Collect dietary requirements during registration and give the final numbers to the caterer 5 to 7 days before the event. Order coffee, cups, glasses, plates and cutlery for the confirmed attendance plus roughly 10% extra.

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.