How to organize a senior fair from start to finish

A senior fair works best when visitors can find information, seating and assistance without having to search. Start by fixing the date and accessible venue, then recruit exhibitors and build the visitor programme around confirmed speakers and services. Open registration early enough to collect dietary requirements and attendance numbers. In the final week, confirm the floor plan, catering, equipment, parking guidance and route signs so the team can focus on welcoming people on the day.

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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
Reserve the fair venue
2
Set the trade fair date
2 people
3
Recruit exhibitors
2 people
4
Invite exhibitors
2 people
5
Open the registration form
6
Send invitations
2 people
7
Distribute promotional posters
2 people
8
Process registrations
9
Collect dietary requirements
10
Collect exhibitor details
11
Create the booth layout
2 people
12
Compile program
2 people
13
Confirm speakers
14
Order catering
15
Reserve rental equipment
16
Create parking information
17
Prepare route signs
2 people
18
Make name badges
2 people
19
Print visitor lists
20
Send exhibitor instructions
21
Check stock
2 people
22
Do the shopping
2 people
23
Prepare materials
3 people
24
Chill drinks
2 people
25
Open venue
2 people
26
Check rooms
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Mark stalls
2 people
30
Set up exhibitor booths
6 people
31
Set up registration desk
2 people
32
Build the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Set up information points
2 people
35
Hang route and program posters
2 people
36
Test sound equipment
2 people
37
Check toilets
38
Brief volunteers
2 people

Event

39
Staff the registration desk
3 people
40
Welcome visitors
4 people
41
Explain the Program
2 people
42
Support exhibitors
2 people
43
Serve coffee and tea
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Empty trash bins
2 people
47
Check toilets periodically
48
Guide speakers
2 people
49
Announce presentations
50
Operate microphones
51
Check rest area
52
Register lost and found items
53
See off the last visitors
3 people
54
Have exhibitors dismantle their booths
2 people

Aftercare

55
Collect tableware
3 people
56
Sort waste
3 people
57
Dismantle tables and chairs
4 people
58
Remove decorations
2 people
59
Switch off equipment
2 people
60
Clean the kitchen
3 people
61
Clean the venue
4 people
62
Inventory materials
2 people
63
Return borrowed materials
2 people
64
Collect exhibitor materials
2 people
65
Clear away leftover catering
2 people
66
Handle lost and found
67
Send thank-you message
68
Collect invoices

What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Coat racksqty 4
Wheelchair-accessible tablesqty 4

Tableware

Coffee cupsqty 180
Glassesqty 180
Paper cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Mobile phoneqty 2

Decorations

Tableclothsqty 24
Flower arrangementsqty 8
Welcome sign
Plantsqty 10
Directional signsqty 12
Stand number signsqty 30
Name badgesqty 200
Table décorqty 24

Lighting

Standing lampsqty 6
LED light stringsqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Cooler cratesqty 4
Oven mittsqty 2
Serving traysqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Book an accessible venue before inviting exhibitors, and check the entrance, toilets, parking route and room layout in person. Leave space for wheelchair-accessible tables and clear walking routes rather than filling every available area.
Recruit exhibitors with a firm response deadline, then collect their contact details, table needs and power requirements in one registration form. Make the stand plan only after those details are confirmed.
Set the programme after speakers have confirmed their times. Keep presentations short, publish the schedule with the invitations, and prepare a laptop, presentation screen, mobile speakers and wireless microphones before opening.
Order catering from the expected visitor count plus a small buffer, using the dietary requirements collected during registration. Set up coffee machines, kettles, cups, glasses, plates and serving utensils before doors open, not during the first rush.
Prepare visitor lists, name badges, the welcome sign, parking information and route signs at least one day ahead. On the morning, open the venue early enough to cool drinks, arrange tables and chairs, test extension cords and power strips, and brief the registration team.

Frequently asked questions

How far in advance should I organize a senior fair?: Start planning at least 8 to 12 weeks before the fair. Book the venue first, recruit exhibitors over the following 2 to 3 weeks, and send visitor invitations once the programme and key exhibitors are confirmed.
How do I make a senior fair accessible?: Check step-free access, accessible toilets, parking guidance and clear routes before booking the venue. Leave at least 1.2 metres for main walking paths, provide suitable tables and chairs, and place registration where visitors can reach it without crossing the crowd.
When should exhibitors confirm their details?: Set the exhibitor deadline 3 to 4 weeks before the fair. Collect names, organisation details, table and power needs, then send the final stand plan and arrival instructions at least 7 days before the event.
How early should I prepare the venue on the event day?: Allow 2 to 3 hours before visitors arrive. Use that time to arrange the stand layout, registration table, seating, signs and catering, test microphones and screens, and put printed lists and name badges in place.

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.