How to organize a photography fair

A photography fair needs more than a room and a list of exhibitors. Start by fixing the concept, venue and stand layout, then build the exhibitor and visitor registration process around those decisions. The main planning risk is leaving technical requirements, power, signage and final stand assignments until the last week. Work from an early layout, confirm every exhibitor’s needs, and use the final two weeks for printing, stock checks and on-site checks rather than major changes.

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
Record the trade fair concept
2 people
2
Reserve venue
3
Prepare the layout
2 people
4
Invite exhibitors
2 people
5
Open the registration form
6
Process exhibitor registrations
2 people
7
Attach stand dimensions
8
Compile program
2 people
9
Write promotional copy
10
Promote the event
2 people
11
Process visitor registrations
2 people
12
Collect dietary requirements
13
Order catering
14
Reserve rental equipment
15
Send exhibitor information
16
Gather technical requirements
2 people
17
Create the final stand layout
2 people
18
Assign exhibitor numbers
19
Design name badges
20
Check the visitor route
2 people
21
Design signage
22
Print the program
23
Print stand numbers
24
Print exhibitor list
25
Check stock
2 people
26
Check the shopping list
27
Do the shopping
2 people
28
Prepare badges
2 people
29
Assemble information folders
2 people
30
Charge equipment
2 people
31
Set out the booth packages
2 people
32
Store catering chilled
2 people
33
Pick up venue keys
34
Clear the loading area
2 people
35
Unload furniture
4 people
36
Set up exhibition walls
4 people
37
Set up tables
4 people
38
Set up chairs
3 people
39
Hang up stand numbers
2 people
40
Set up signage
2 people
41
Connect power points
2 people
42
Cover cables safely
2 people
43
Set up registration desk
2 people
44
Set up the catering buffet
3 people
45
Chill drinks
2 people
46
Set up the coffee station
2 people
47
Display information materials
2 people
48
Welcome exhibitors
3 people
49
Direct exhibitors to their booths
2 people
50
Test equipment at each booth
3 people
51
Light the photo exhibition
2 people

Event

52
Staff the registration table
2 people
53
Hand out visitor badges
2 people
54
Provide visitor information
2 people
55
Process photo contest registrations
2 people
56
Facilitate presentations
2 people
57
Serve coffee and tea
2 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Keep buffet clean
2 people
61
Empty trash bins
2 people
62
Check toilets
63
Keep the public area tidy
2 people
64
Inform last visitors
2 people
65
Check out exhibitors
2 people

Aftercare

66
Switch off equipment
2 people
67
Store catering securely
2 people
68
Collect tableware
3 people
69
Dismantle stand materials
4 people
70
Collect furniture
4 people
71
Remove signage
2 people
72
Remove decorations
2 people
73
Roll up cables
2 people
74
Wash dishes
3 people
75
Sort waste
2 people
76
Clean the venue
3 people
77
Count inventory
78
Register lost and found items
79
Return rental items
2 people
80
Process leftover catering
2 people
81
Send exhibitor photos
82
Send visitor thank-you gifts
83
Publish photos online
84
Check invoices

What to bring

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

Furniture

Trade show boothsqty 30
Tablesqty 36
Chairsqty 90
Registration desk
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 2
Waste binsqty 10
Brochure racksqty 6
Presentation tablesqty 3

Equipment

Laptopqty 2
Printersqty 2
Payment terminalsqty 3
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 20
Cable traysqty 20
USB chargersqty 8
Memory card readersqty 4
Headphonesqty 4
Photo lightsqty 8
Light standsqty 8
Laptop tablesqty 2
Hand trucksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Knivesqty 120
Forksqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Decorations

Stand number signsqty 30
Roll-up bannersqty 4
Photo panelsqty 12
Clipboardsqty 30
Directional signsqty 12
Sticky tackqty 10
Painter's tapeqty 12
Tableclothsqty 8
Cable tiesqty 200
Pensqty 40
Notepadsqty 20
Badge holdersqty 300
Wristbandsqty 300

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Refrigeratorsqty 2
Serving traysqty 8
Food containersqty 12
Serving spoonsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Hand sanitizer dispensersqty 6
First aid kit

Catering

Groceries

Tips

Reserve the venue before inviting exhibitors, then prepare a preliminary layout showing booth dimensions, tables, presentation areas, registration and the visitor route. Without this, you may accept more exhibitors than the room can hold.
Open exhibitor registration with a firm deadline and ask for stand size, equipment, power, presentation needs and dietary requirements. Set the deadline at least 3 weeks before the fair so you can create the final stand layout and assign exhibitor numbers.
Collect technical requirements before reserving rental equipment. Count laptops, projectors, screens, speakers, wireless microphones, extension cords, power strips and cable trays per area rather than assuming the venue supplies them.
Finish exhibitor information, the program and promotional copy before printing. Print the program, exhibitor list, stand numbers, badges and signage only after the final layout is approved, ideally 7–10 days before opening.
Walk the visitor route on site before the fair and check registration, coat racks, waste bins, brochure racks, seating and catering access. Keep hand trucks available for setup, and test payment terminals, printers, memory card readers, photo lights and USB chargers before exhibitors arrive.

Frequently asked questions

How far in advance should I organize a photography fair?: Start planning at least 12 weeks ahead. Reserve the venue and define the concept first, invite exhibitors early, and leave the final 2 weeks for confirmations, printing, stock checks and site preparation.
When should exhibitors register for a photography fair?: Open registration once the venue and preliminary stand dimensions are known. Close it at least 3 weeks before the event so you have time to process registrations, collect technical needs and publish the final exhibitor list.
How do I plan the floor layout for a photography fair?: Begin with the room measurements, entrances, exits and power points, then place booths, registration, presentation tables and catering. Complete the final layout 10–14 days before opening and assign every exhibitor a numbered stand.
What equipment is needed for a photography fair?: Plan equipment by function: booths, tables and chairs for exhibitors; registration furniture and printers; payment terminals; projectors, screens, speakers and microphones for presentations; and extension cords, power strips and cable trays for safe power distribution. Confirm the exact quantity with exhibitors at least 3 weeks before the fair.

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.