How to organize an information fair

Start an information fair by fixing the date, opening hours and venue before contacting organizations. Then build the exhibitor list, collect registrations and turn the available space into a clear floor plan. Visitors should know where to go, while exhibitors need practical details about tables, power and arrival times. Leave time for accessibility, fire safety, signage and volunteer scheduling; these are often handled too late and can disrupt the event.

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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
Record date and time
2 people
2
Reserve the venue and hall
3
Check permits
4
Reach out to participating organizations
2 people
5
Create a registration form
6
Draft invitations
2 people
7
Send invitations
2 people
8
Distribute flyers
4 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm exhibitors
2 people
13
Create the booth layout
2 people
14
Create the program and floor plan
2 people
15
Schedule volunteers
2 people
16
Book catering
17
Reserve tables and chairs
18
Arrange waste collection
19
Check accessibility
2 people
20
Check fire safety
2 people
21
Design signage
22
Print information materials
2 people
23
Prepare name badges
2 people
24
Print exhibitor list
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare snacks
4 people
28
Prepare materials
3 people
29
Remind exhibitors

Event

30
Open hall
2 people
31
Conduct a safety check
2 people
32
Set up tables
5 people
33
Set up chairs
4 people
34
Set up exhibition walls
4 people
35
Hang booth signs
3 people
36
Set up information stands
10 people
37
Set up the reception desk
2 people
38
Set up the catering buffet
4 people
39
Make coffee and tea
2 people
40
Set up signage
3 people
41
Test the equipment
2 people
42
Brief volunteers
2 people
43
Welcome exhibitors
3 people
44
Welcome visitors
3 people
45
Register sign-ups
2 people
46
Explain the program
2 people
47
Hand out information materials
4 people
48
Direct visitors to booths
3 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Keep buffet clean
2 people
53
Empty trash bins
2 people
54
Check toilets
2 people
55
Inform last visitors
2 people
56
Have exhibitors take down their stands
4 people
57
Clean up catering
4 people
58
Take down tables and chairs
5 people
59
Sort materials
3 people

Aftercare

60
Clean the room
4 people
61
Dispose of waste
2 people
62
Lock up the venue
2 people
63
Return materials
3 people
64
Return borrowed items
2 people
65
Clean up leftovers
2 people
66
Collect reimbursements
67
Send thank-you message
68
Archive photos with permission

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Beer tablesqty 4
Coat racksqty 2
Stoolsqty 8
Tableclothsqty 24
Display wallsqty 12
Changing room hangersqty 100

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Laptopsqty 2
Tabletsqty 2
Printer
Microphone
Speakersqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Mugsqty 40
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 10
Small bowlsqty 16
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving tongsqty 8
Coolersqty 6
Storage binsqty 12
Aluminum foilqty 4

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Plantsqty 12
Table décorqty 24
Directional signsqty 12
Name badge holdersqty 60
Name badge clipsqty 60

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6

Cleaning

Trash binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomsqty 2
Can openersqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Paper goods

Information sheetsqty 500
Floor plansqty 250
Program leafletsqty 250
Registration formsqty 200
Surveysqty 150
Notepadsqty 40
Pen setsqty 60
Markersqty 24
Sticky notesqty 20
Tapeqty 12
Painter's tapeqty 12
Poster puttyqty 8
Scissorsqty 8
Clipboardsqty 10
Envelopesqty 100
A4 printing paperqty 5
Pen holdersqty 12
Colored pencilsqty 12
Coloring pagesqty 100
Ballotsqty 200
Ballot boxesqty 4

Communication

Walkie-talkiesqty 6
Charging stationsqty 2
Visitor badge holdersqty 100
Wristbandsqty 250
Route arrowsqty 20

Safety

Flashlightsqty 4
Safety vestsqty 12
Cable matsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Tips

Set the date, opening hours and venue first, then check permits, accessibility and fire safety before sending invitations. A venue change after invitations go out creates extra work for every participating organization.
Contact organizations with a clear response deadline, ideally 4–6 weeks before the fair. Ask them to confirm their participation, contact person, display needs and any request for power or extra furniture.
Create the booth layout before reserving tables and chairs. Allow a clear route between booths, place exhibitors with related topics near each other, and check that extension cords and power strips do not cross walking paths.
Close visitor registrations several days before the event and record dietary requirements at the same time. Use the final numbers to confirm catering, cups, glasses, plates and serving equipment rather than ordering by guesswork.
Prepare the program, floor plan, exhibitor list, name badges and signs before event week. Schedule volunteers in defined shifts, including one person for registration and one person who can handle microphone, speakers, laptops or tablets when needed.

Frequently asked questions

How far in advance should I organize an information fair?: Start planning at least 8–12 weeks before the fair. Reserve the venue and contact participating organizations first; send invitations once the date, opening hours and location are confirmed.
How do I plan the layout for an information fair?: Draw the floor plan 3–4 weeks before the event, after you know which organizations are attending. Mark every booth, entrance, exit, accessible route, table, chair and power point, then share the layout with exhibitors.
When should I send invitations for an information fair?: Send invitations to visitors about 3–4 weeks before the event, followed by a reminder 5–7 days beforehand. Give organizations an earlier deadline, usually 4–6 weeks before the fair, so you can publish an accurate exhibitor list.
How many volunteers do I need for an information fair?: Plan for at least 1 volunteer at registration, 1 roaming helper and 1 event lead during opening hours. Add one technical or setup volunteer if you use a microphone, speakers, laptops, tablets or printed materials.

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.