How to organize an information fair
Start an information fair by fixing the date, venue and opening hours before contacting exhibitors. Then confirm permits, invite participating organizations and build a registration process that captures dietary requirements and practical needs. Once the exhibitors are confirmed, plan the booth layout, visitor information, promotion and volunteer cover. The final week is for printing, signage, equipment checks and sending exhibitors their last instructions—not for solving missing tables or power supplies.
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
Check permits and notifications
- 3
Reach out to participating organizations
2 people
- 4
Create registration form
- 5
Send invitations
2 people
- 6
Process registrations
- 7
Collect dietary requirements
- 8
Arrange exhibitor booths
2 people
- 9
Create a market map
2 people
- 10
Create program and opening hours
2 people
- 11
Send confirmation to exhibitors
- 12
Create parking and route information
- 13
Recruit volunteers
2 people
- 14
Create the volunteer schedule
- 15
Gather information for exhibitors
2 people
- 16
Post promotion on social media
- 17
Hang neighborhood posters
2 people
- 18
Have printed materials made
- 19
Prepare signage
2 people
- 20
Make name badges for exhibitors
- 21
Print registration forms
- 22
Do the shopping
2 people
- 23
Check materials
2 people
- 24
Prepare the coffee and tea station
2 people
- 25
Send final information to exhibitors
Event
- 26
Open venue
2 people
- 27
Check the rooms and floor
2 people
- 28
Set up tables and chairs
4 people
- 29
Place booth numbers
2 people
- 30
Set up signage
2 people
- 31
Set up the information desk
2 people
- 32
Set up the coffee and tea station
2 people
- 33
Lay out presentation materials
2 people
- 34
Test the equipment
2 people
- 35
Welcome exhibitors
3 people
- 36
Direct exhibitors to their stands
2 people
- 37
Distribute brochures and materials
2 people
- 38
Staff the visitor desk
2 people
- 39
Welcome visitors
2 people
- 40
Register sign-ups
2 people
- 41
Explain the program
- 42
Support exhibitors
2 people
- 43
Serve coffee and tea
2 people
- 44
Refill drinks
- 45
Refill snacks
2 people
- 46
Empty trash bins
- 47
Check toilets
- 48
Check stock
- 49
Announce evening program
- 50
Guide information sessions
2 people
- 51
Answer visitors' questions
2 people
- 52
Inform last visitors
2 people
- 53
Check out exhibitors
2 people
- 54
Guide visitors to the exit
2 people
Aftercare
- 55
Collect stand materials
4 people
- 56
Clear tables and chairs
4 people
- 57
Switch off equipment
2 people
- 58
Pack leftover food
2 people
- 59
Wash dishes
2 people
- 60
Collect waste
2 people
- 61
Clean the venue
3 people
- 62
Clean the restrooms
2 people
- 63
Return materials
2 people
- 64
Return borrowed items
2 people
- 65
Clean up leftovers
2 people
- 66
Handle lost and found
- 67
Send thank-you message
- 68
Archive photos and files
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- Chairsqty 80
- High tablesqty 4
- Information desk
- Coat racksqty 2
- Waste binsqty 8
- Clothes racksqty 2
- Tablecloth tablesqty 18
Equipment
- Laptopsqty 2
- Projector
- Projection screen
- Speakersqty 2
- Microphone
- Extension cordsqty 6
- Power stripsqty 8
- Chargersqty 4
- USB sticksqty 3
- Presentation clicker
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 8
- Pitchersqty 8
- Thermos flasksqty 6
Kitchen
- Kettlesqty 3
- Coffee machinesqty 2
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Kitchen knivesqty 3
- Serving tongsqty 6
- Small bowlsqty 12
- Measuring cupsqty 2
- Washing-up basinsqty 6
Decorations
- Tableclothsqty 18
- Welcome sign
- Stand number signsqty 20
- Name badge holdersqty 20
- Directional signsqty 12
- Flagsqty 8
- Flagpolesqty 8
- Plantsqty 8
- Notice boardsqty 10
- Poster holdersqty 12
- Buntingqty 10
- Adhesive stripsqty 4
Lighting
- LED lampsqty 8
- String lightsqty 6
- Battery lanternsqty 6
Catering
- Groceries
Paper goods
- Program flyersqty 300
- Floor plansqty 250
- Registration formsqty 200
- Surveysqty 150
- Name badgesqty 40
- Notepadsqty 30
- Sticky notesqty 500
- Copy paperqty 2
- Envelopesqty 100
Office supplies
- Ballpoint pensqty 80
- Permanent markersqty 24
- Whiteboard markersqty 12
- Pencilsqty 30
- Eraserqty 10
- Scissorsqty 10
- Tapeqty 8
- Staplersqty 4
- Staplesqty 8
- Paper clipsqty 4
- Clipboardsqty 10
- Storage foldersqty 12
- Bindersqty 6
- Labelsqty 4
- Calculatorsqty 2
Safety
- Cable matsqty 8
- Barrier tapeqty 2
- Non-slip matsqty 6
- Flashlightsqty 4
Cleaning
- Trash binsqty 8
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
- Dustpan and brushqty 3
- Cleaning clothsqty 12
Transport
- Hand trucksqty 2
- Roll containersqty 4
- Cratesqty 20
Tips
- Set the exhibitor deadline at least 3 weeks before the fair. You need time to process registrations, confirm booth requirements, create the market map and send each organization final information.
- Create the registration form before sending invitations. Include organization details, contact information, presentation needs, dietary requirements and any request for tables, chairs, power or display space.
- Draw the market map after the exhibitor list is stable, then use the same layout for signage and visitor information. Keep the information desk near the entrance and check that aisles remain easy to navigate.
- Make the volunteer schedule in shifts of 2 to 3 hours. Cover the information desk, exhibitor support, refreshments and room checks separately so one volunteer is not expected to handle everything at once.
- Finish printing and equipment checks at least 2 days before opening. Test the projector, screen, speakers, microphone, extension cords and power strips together, and prepare the coffee and tea station before exhibitors arrive.
Frequently asked questions
- How far in advance should I organize an information fair?
- Allow at least 6 to 8 weeks for a small information fair. Use the first 2 weeks for the date, venue, permits and exhibitor outreach, then leave 3 weeks for registrations, promotion and logistics.
- When should exhibitors register for an information fair?
- Set the registration deadline 3 weeks before the event. Send confirmations within 5 working days after the deadline, once booth locations and practical requirements are known.
- How many volunteers do I need for an information fair?
- Plan for at least 1 volunteer at the information desk, 1 person for exhibitor support and 1 person for room and refreshment checks during opening hours. Add one extra volunteer for every 50 to 75 expected visitors.
- What should I check the day before an information fair?
- Check the market map, signage, name badges, printed registration forms, tables, chairs and waste bins the day before. Test all presentation equipment and charge laptops or other devices at least 12 hours before opening.
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