How to organize a police fair from start to finish

Organizing a police fair means coordinating exhibitors, visitors, practical demonstrations, catering, and a venue that can handle steady foot traffic. Start by confirming the date and location, then build the exhibitor list and registration process before planning the floor layout. Once attendance becomes clearer, finalize booths, the program, food, drinks, signage, and equipment. The details most often missed are power, cables, name badges, dietary requirements, parking directions, and enough time to chill drinks and test presentation equipment.

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
Confirm date and location
2
Invite exhibitors
2 people
3
Send invitations
2 people
4
Open the registration form
5
Register exhibitors
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Finalize booth layout
2 people
9
Create floor plan
10
Create the program
2 people
11
Make reservations
12
Order catering
13
Order drinks
14
Distribute promotional materials
2 people
15
Check visitor list
16
Prepare name badges
2 people
17
Send exhibitor information
18
Do the shopping
2 people
19
Check materials
2 people
20
Chill drinks
2 people
21
Prepare catering
3 people
22
Make route and parking signs
2 people
23
Open venue
2 people
24
Check floors and entrances
2 people
25
Set up tables and chairs
6 people
26
Set up booth walls
4 people
27
Hang up stand numbers
2 people
28
Set up booth materials
4 people
29
Set up registration desk
2 people
30
Set up signage
2 people
31
Hang up decorations
2 people
32
Check the lighting
2 people
33
Set up coffee station
2 people
34
Set up the buffet
3 people
35
Prepare registration materials
2 people
36
Test the equipment
2 people
37
Place waste stations
2 people

Event

38
Welcome exhibitors
3 people
39
Register visitors
3 people
40
Distribute program
2 people
41
Direct visitors to booths
2 people
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Keep demo area clear
2 people
45
Set out presentation materials
2 people
46
Facilitate presentations
2 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Collect tableware
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Answer visitor questions
2 people
53
Support exhibitors
2 people
54
Inform last visitors
2 people
55
Check out exhibitors
3 people

Aftercare

56
Close cash register and registration
2 people
57
Store food and drinks safely
2 people
58
Remove decorations
3 people
59
Switch off equipment
2 people
60
Gather tables and chairs
5 people
61
Dismantle booth walls
4 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the venue
4 people
65
Clean the restrooms
2 people
66
Count inventory
67
Return borrowed materials
2 people
68
Store leftover materials
2 people
69
Register lost property
70
Send thank-you message
71
Archive photos and documents

What to bring

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

Furniture

Tablesqty 24
Chairsqty 110
Registration desk
Bar stoolsqty 8
Display wallsqty 18
Clothes racksqty 4
Foldable tablesqty 6

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Laptopqty 2
Tabletsqty 3
Printersqty 2
Extension cordsqty 8
Power stripsqty 10
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Laptop speakersqty 2
Power banksqty 6
Walkie-talkiesqty 6
Batteriesqty 24
Cable reelsqty 3

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 8
Serving jugsqty 6
Food warmersqty 4

Decorations

Police bannersqty 6
Dutch flagsqty 4
Tableclothsqty 24
Balloonsqty 100
Balloon pumpsqty 2
Plantsqty 8
Decorative barrier tapeqty 6

Lighting

LED lampsqty 8
String lightsqty 6
Light standsqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 30
Waste binsqty 12
Ashtraysqty 4

Catering

Groceries

Signage

Booth numbersqty 24
Program leafletsqty 250
Floor plansqty 250
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 250
Directional signsqty 20
Information boardsqty 12
Chalkboardsqty 6
Pensqty 40
Markersqty 20
Notepadsqty 20
Tapeqty 8
Scissorsqty 6
Cable tiesqty 200
Ropeqty 4
Laminating sleevesqty 100
Clipboardsqty 12
Brochure holdersqty 24
Registration formsqty 300
Feedback cardsqty 250
Police fair bannerqty 2
Changing room signqty 2
Toilet signsqty 6

Safety

Bollardsqty 20
Barrier tapeqty 6
Non-slip matsqty 8
Flashlightsqty 6
First aid bagsqty 2
Fire extinguishersqty 4

Tips

Set the date, venue, and exhibitor invitation schedule first. Open registration early enough to process applications, collect dietary requirements, and send confirmed exhibitors their practical information before the fair.
Design the booth layout around visitor flow, not just available wall space. Leave clear routes between tables and display walls, place the registration desk where visitors see it immediately, and check that entrances remain unobstructed.
Create the program only after you know which exhibitors and demonstrations are confirmed. Add realistic changeover time for microphones, screens, projectors, laptops, and extension cords so sessions do not run into each other.
Treat catering and drinks as a timed setup job. Confirm quantities after registration closes, check plates, glasses, cutlery, coffee equipment, and serving items, then chill drinks and prepare food before exhibitors and visitors arrive.
Walk through the venue on the day before opening. Test power strips, cable reels, printers, tablets, microphones, speakers, and projectors; prepare name badges, visitor lists, route signs, and parking signs before the setup team arrives.

Frequently asked questions

How early should I start organizing a police fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow time for exhibitor invitations, registration processing, booth planning, catering orders, and equipment checks.
When should exhibitor registration close for a police fair?: Close registration about 2 to 3 weeks before the event. This gives you time to finalize the booth layout, create the floor plan, check dietary requirements, print name badges, and send exhibitor instructions.
How much time is needed to set up a police fair?: Allow at least 3 to 4 hours for setup, depending on the number of booths and demonstrations. Use that time to place tables and chairs, check entrances and floors, connect equipment, put up signs, and test microphones and screens.
When should I order catering and drinks for a police fair?: Place the main catering and drinks order 1 to 2 weeks before the fair, once registration numbers are reliable. Recheck the final visitor and exhibitor count 2 to 3 days beforehand, then chill drinks and prepare serving equipment on the day.

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.