How to organize a mobility fair from start to finish

Organizing a mobility fair starts with the venue layout, not the coffee table. Confirm the date and location first, then secure participating organizations, register exhibitors and assign each one a pitch location. Build the program and registration process early enough to manage visitor numbers, dietary requirements and parking information. In the final week, focus on signage, badges, stand materials and equipment checks so the registration desk and exhibitors can open on time.

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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
Reach out to participating organizations
2 people
3
Register exhibitors
2 people
4
Create the trade fair layout
2 people
5
Assign pitch locations
2 people
6
Compile program
2 people
7
Open the registration form
8
Send invitations
2 people
9
Post fair information online
10
Process registrations
11
Collect dietary requirements
12
Distribute parking information
13
Confirm reservations
14
Prepare name badges
2 people
15
Print route signs
16
Collect stand materials
2 people
17
Do the shopping
2 people
18
Test the equipment
2 people
19
Print exhibitor list

Event

20
Prepare the registration desk
2 people
21
Set up tables and chairs
4 people
22
Build exhibitor stands
6 people
23
Place sign markers
2 people
24
Hang route signs
2 people
25
Set out presentation materials
3 people
26
Set up coffee station
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Check the lighting and power
2 people
30
Brief the registration team
2 people
31
Welcome exhibitors
3 people
32
Welcome visitors
3 people
33
Register visitors
3 people
34
Hand out program brochures
2 people
35
Support exhibitors
2 people
36
Staff the information desk
2 people
37
Guide mobility demos
2 people
38
Announce presentations
39
Guide the presentation area
2 people
40
Serve coffee and tea
2 people
41
Serve snacks
2 people
42
Refill drinks
2 people
43
Empty trash bins
2 people
44
Check toilets
2 people
45
Check stock
46
Inform last visitors
2 people
47
Check out exhibitors
2 people
48
See visitors out
2 people

Aftercare

49
Dismantle exhibition materials
6 people
50
Clear tables and chairs
4 people
51
Switch off equipment
2 people
52
Collect tableware
2 people
53
Wash dishes
2 people
54
Collect waste
3 people
55
Clean the venue
4 people
56
Remove decorations
2 people
57
Collect lost and found items
58
Inventory materials
2 people
59
Return borrowed materials
2 people
60
Thank exhibitors
61
Collect expenses
62
Store leftovers
2 people
63
Send follow-up message to visitors

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 8
Registration desk
Brochure racksqty 6
Clothes racksqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Printersqty 2
Presentation screen
Laptop speakersqty 2
Extension cordsqty 12
Power stripsqty 10
Charging stationsqty 3
Cable reelsqty 3
Tool casesqty 2

Lighting

LED lampsqty 10
Desk lampsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Pliersqty 4
Scissorsqty 8
Cutting boardsqty 3
Knivesqty 4

Decorations

Tableclothsqty 18
Backdrop clothsqty 12
Buntingqty 10
Plantsqty 12
Directional signsqty 12
Name badge holdersqty 30
Clipboardsqty 20
Bollardsqty 12
Barrier tapeqty 4
Notice boardsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the exhibitor deadline at least 3 weeks before the fair. You need time to confirm registrations, assign pitch locations, print the exhibitor list and prepare name badges.
Draw the floor plan before ordering or arranging furniture. Mark tables, chairs, high tables, brochure racks and presentation areas, then check that cable reels and extension cords can reach equipment safely.
Publish the program and registration form at least 2 weeks in advance. Include presentation times, parking instructions and the closing time for dietary requirements so visitors know what to expect.
Prepare the registration desk the day before, including badges, printed exhibitor information, a laptop or tablet and a printer if you are printing anything on site. Keep route signs and stand markers together so they can be placed quickly.
Test every presentation screen, laptop, speaker, charging station and power strip no later than the day before. Mobility fairs often use more devices than expected, so bring cable reels, tool cases and spare extension cords to avoid delays.

Frequently asked questions

How far in advance should I organize a mobility fair?: Start contacting participating organizations 8 to 12 weeks before the fair. Open visitor registration about 2 weeks before the event, and finalize the layout and exhibitor list at least 5 working days in advance.
How do I plan the layout for a mobility fair?: Create the layout after you know the number of exhibitors and their stand requirements, usually 3 to 4 weeks before the fair. Leave clear routes between stands and place the registration desk, presentation screen and seating where visitors can find them without blocking traffic.
When should I send invitations for a mobility fair?: Send the first invitations 3 to 4 weeks before the event, once the date and location are confirmed. Send a reminder 7 days before the fair with the program, parking information and registration details.
What should I check the day before a mobility fair?: Check the equipment, printed materials, signage, badges and stand materials the day before. Allow at least 60 to 90 minutes for testing laptops, screens, speakers, printers, charging stations and power connections.

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.