How to organize a print fair without last-minute problems
A print fair runs smoothly when exhibitor coordination, visitor registration, and the floor plan are handled in that order. Start by fixing the date and program, then define who the fair is for and invite exhibitors early enough to confirm their needs. Once registrations come in, turn them into a workable booth layout, visitor map, staffing plan, and printed materials. The final week is for checking power, signage, badges, catering, and every item needed at the registration desk.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Define the participant profile
2 people
- 3
Contact exhibitors
3 people
- 4
Register exhibitors
2 people
- 5
Draft invitations
2 people
- 6
Send invitations
2 people
- 7
Publish registration form
- 8
Post promotion on social media
- 9
Confirm print suppliers
2 people
- 10
Draw the booth layout
2 people
- 11
Create a visitor map
- 12
Process registrations
2 people
- 13
Collect dietary requirements
- 14
Order catering
2 people
- 15
Design badges and wristbands
- 16
Design signage
- 17
Check technical setup and power outlets
2 people
- 18
Confirm reservations
- 19
Send exhibitor information
- 20
Export visitor list
- 21
Print name badges
2 people
- 22
Print the program booklets
2 people
- 23
Do the shopping
2 people
- 24
Set out drinks chilled
2 people
- 25
Prepare catering
3 people
- 26
Open venue
2 people
- 27
Receive deliveries
3 people
- 28
Check booth materials
3 people
- 29
Set up tables and chairs
4 people
- 30
Build stage walls
4 people
- 31
Welcome exhibitors
2 people
- 32
Dress the standing tables
3 people
- 33
Distribute printed materials per booth
3 people
- 34
Hang up signage
2 people
- 35
Set up registration desk
2 people
- 36
Set up the presentation area
3 people
- 37
Test the microphone and screen
2 people
- 38
Set out coffee and tea
2 people
- 39
Arrange snacks on platters
2 people
- 40
Brief the registration team
- 41
Carry out the final safety check
2 people
Event
- 42
Open the doors
2 people
- 43
Register visitors
3 people
- 44
Hand out name badges
2 people
- 45
Direct visitors to booths
2 people
- 46
Serve coffee and tea
2 people
- 47
Refill drinks
2 people
- 48
Serve snacks
3 people
- 49
Announce the presentation
- 50
Guide presentation
2 people
- 51
Collect used glasses
2 people
- 52
Empty trash bins
2 people
- 53
Restock the buffet
2 people
- 54
Serve evening snacks
3 people
- 55
Support exhibitors
2 people
- 56
Inform last visitors
2 people
- 57
Close the fair
2 people
Aftercare
- 58
Have exhibitors take down their stands
4 people
- 59
Collect printed materials and supplies
3 people
- 60
Clear tables and chairs
4 people
- 61
Switch off equipment
2 people
- 62
Wash dishes
3 people
- 63
Sort and remove waste
3 people
- 64
Clean the venue
4 people
- 65
Return borrowed items
2 people
- 66
Return booth materials
2 people
- 67
Send thank-you email to attendees
- 68
Send thank-you email to exhibitors
- 69
Store leftover materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Standing tablesqty 24
- Visitor chairsqty 80
- Beer tablesqty 12
- Registration desk
- Bar stoolsqty 8
- Waste binsqty 10
- Coat racksqty 2
- Clothes hangersqty 120
- Display wallsqty 24
Equipment
- Laptopqty 2
- Monitor screenqty 2
- Projector
- Projection screen
- Wireless microphonesqty 2
- Speakersqty 2
- Mixer
- Extension cordsqty 12
- Power stripsqty 12
- Cable traysqty 20
- Charging cablesqty 6
- Handheld scannersqty 2
- Walkie-talkiesqty 6
Lighting
- LED spotlightsqty 12
- Standing lampsqty 4
- String lightsqty 6
Tableware
- Water glassesqty 180
- Wine glassesqty 120
- Coffee cupsqty 120
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Coffee spoonsqty 120
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 6
- Ice containersqty 4
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Serving tongsqty 12
- Serving spoonsqty 8
- Food containersqty 20
- Aluminum traysqty 12
Decorations
- Company flagsqty 12
- Tableclothsqty 24
- Flower arrangementsqty 8
- Name badge holdersqty 30
- Info boardsqty 8
- Program boardsqty 4
- Directional signsqty 12
- Display racksqty 24
- Brochure racksqty 24
- Chalkboardsqty 6
- Pensqty 60
- Notepadsqty 60
- Badgesqty 220
- Badge lanyardsqty 220
- Program leafletsqty 220
- Floor plansqty 220
- Wristbandsqty 220
Cleaning
- Mopsqty 4
- Bucketsqty 4
- Broom setsqty 3
- Vacuum cleanerqty 2
- Cleaning glovesqty 12
- Hand soap dispensersqty 6
Catering
- Groceries
Tips
- Set the date and program before contacting exhibitors, then give exhibitors a firm registration deadline at least 3 weeks before the fair. This leaves time to place confirmed exhibitors in the booth layout and send practical arrival information.
- Ask each exhibitor for their table or display needs, power requirements, and arrival time when they register. Do not wait until setup day to discover that a display wall, extension cord, or extra outlet is needed.
- Create the booth layout and visitor map as soon as registrations close. Leave clear routes to the registration desk, toilets, catering, and exits, and mark power points so cables can be routed through cable trays instead of across walkways.
- Prepare the visitor list, name badges, program booklets, and signage at least 2 days before opening. Print a small buffer of extra badges and keep the digital visitor list on a laptop in case a late registration or spelling correction appears.
- Plan the final setup in timed blocks: check technical equipment and power first, set out tables and display walls next, and chill drinks and prepare catering last. Put registration supplies, scanners, wristbands, and walkie-talkies at the desk before doors open.
Frequently asked questions
- How far in advance should I organize a print fair?
- Start planning at least 8 to 12 weeks before the fair. Fix the date and program first, contact exhibitors during the next 2 weeks, and close exhibitor registration around 3 weeks before opening so the layout and printed materials can be completed.
- When should exhibitors register for a print fair?
- Give exhibitors a clear deadline about 3 weeks before the event. Ask for their contact details, display requirements, power needs, arrival time, and any information required for the visitor program in the same form.
- How do I plan the layout for a print fair?
- Draw the booth layout after exhibitor registration closes, usually 2 to 3 weeks before the fair. Keep aisles wide enough for visitors to stop without blocking traffic, and mark the registration desk, seating, catering, exits, and power outlets on the visitor map.
- When should I print badges and program booklets?
- Export the visitor list and print badges and program booklets 1 to 2 days before the fair. Keep at least 5% extra blank badges or a way to print replacements, because late registrations and name corrections are common at the registration desk.
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.
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