How to organize an info fair from start to finish

An info fair works best when you treat it as a visitor flow, not just a collection of booths. Start by confirming the date and venue, then secure participating organizations before opening registration. Once registrations come in, use the numbers to plan tables, seating, catering, volunteers and the room layout. The final week is for locking the program, sorting information materials, printing lists and badges, and checking every technical item before exhibitors arrive.

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 people
2
Reach out to participating organizations
2 people
3
Open the registration form
4
Send invitations
3 people
5
Post social media announcement
6
Process registrations
2 people
7
Update participant list
8
Collect dietary requirements
9
Confirm exhibitors definitively
2 people
10
Work out the room layout
2 people
11
Record the number of tables
12
Calculate catering quantities
2 people
13
Make reservations
14
Recruit volunteers
2 people
15
Assign volunteers
2 people
16
Inform exhibitors
2 people
17
Finalize the program
2 people
18
Print floor plan
19
Prepare name badges
2 people
20
Print attendance lists
21
Prepare signage
2 people
22
Collect information materials
3 people
23
Sort flyers by booth
2 people
24
Do the shopping
3 people
25
Check materials
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Publish the program online
29
Send final confirmation
30
Open venue
2 people
31
Check rooms
2 people
32
Set up tables and chairs
6 people
33
Mark stalls
2 people
34
Welcome exhibitors
3 people
35
Set up standing tables
8 people
36
Set up the information desk
2 people
37
Hang up signage
3 people
38
Display information materials
4 people
39
Test sound equipment
2 people
40
Set out coffee and tea
3 people
41
Arrange snacks on platters
3 people

Event

42
Staff the registration desk
2 people
43
Welcome visitors
3 people
44
Distribute program
2 people
45
Answer questions at the information desk
2 people
46
Direct visitors to booths
2 people
47
Announce presentations
48
Facilitate presentations
2 people
49
Serve coffee and tea
3 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Keep walkways clear
2 people
55
Support exhibitors
2 people
56
Register lost property
57
Inform last visitors
2 people
58
Have exhibitors take down their stands
4 people
59
See visitors out
2 people

Aftercare

60
Pack information materials
4 people
61
Clear tables and chairs
6 people
62
Remove decorations
3 people
63
Wash dishes
3 people
64
Pack equipment
2 people
65
Sort and remove waste
3 people
66
Clean rooms
4 people
67
Clean the restrooms
2 people
68
Return materials
2 people
69
Return borrowed items
2 people
70
Store leftover materials
2 people
71
Handle lost and found
72
Send thank-you message
73
Share photos with participants

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Information desk
Stoolsqty 12
Clothes racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Charging cablesqty 4
Presentation clicker

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 24
Name badge holdersqty 30
Name badge holdersqty 100
Balloonsqty 100
Buntingqty 8
Sticky tackqty 6
Ropeqty 2

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm exhibitors before publishing the final program. Keep a working participant list and update it after every registration or cancellation, so the floor plan, badges and booth materials match the confirmed number.
Open registration only after the date, location and participating organizations are clear. Collect dietary requirements in the form rather than trying to chase them during the final week.
Plan the room around movement: place the information desk where visitors see it on arrival, leave clear routes between tables, and print the floor plan before setup begins. Count tables and chairs against the layout instead of estimating from memory.
Assign volunteers to specific jobs and time slots, including registration, exhibitor support, refreshments and troubleshooting. Send exhibitors the practical details before the event, including arrival instructions, booth location and what they need to bring.
Do a full equipment and materials check no later than the day before. Test the laptop, projector, screen, speakers, microphone, extension cords and power strips, then sort flyers by booth and prepare signage, name badges and attendance lists.

Frequently asked questions

How far in advance should I organize an info fair?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then contact participating organizations and allow several weeks for responses before opening registration.
When should registration open for an info fair?: Open registration once the venue, date and main participating organizations are confirmed, usually 6 to 8 weeks before the event. Close or review registrations about 7 days beforehand so you can finalize catering, badges and attendance lists.
How many volunteers do you need for an info fair?: Plan on at least 1 volunteer at the information desk, 1 person supporting exhibitors and 1 person handling refreshments or practical issues for a small fair. Add 1 volunteer for every 30 to 40 visitors if registration and visitor guidance are busy.
When should I finalize the room layout and catering?: Create a first room layout as soon as exhibitor numbers are known, then finalize it 7 to 10 days before the fair. Calculate catering after registrations close, with the final dietary requirements included in the order.

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.