Info Fair Checklist and Planning Guide

An info fair depends on many small details coming together: participating organizations, visitor registrations, booth layouts, presentations, refreshments and printed materials. Start with the date and location, then secure exhibitors and open registration before planning the room. In the final week, confirm numbers, assign volunteers and prepare signage, badges and information packs. This checklist gives you a practical order for organizing the fair and highlights the details that are often arranged too late.

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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

Confirm date and location
2 people
Reach out to participating organizations
2 people
Open the registration form
Send invitations
3 people
Post social media announcement
Process registrations
2 people
Update participant list
Collect dietary requirements
Confirm exhibitors definitively
2 people
Work out the room layout
2 people
Record the number of tables
Calculate catering quantities
2 people
Make reservations
Recruit volunteers
2 people
Assign volunteers
2 people
Inform exhibitors
2 people
Finalize the program
2 people
Print floor plan
Prepare name badges
2 people
Print attendance lists
Prepare signage
2 people
Collect information materials
3 people
Sort flyers by booth
2 people
Do the shopping
3 people
Check materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Publish the program online
Send final confirmation
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
6 people
Mark stalls
2 people
Welcome exhibitors
3 people
Set up standing tables
8 people
Set up the information desk
2 people
Hang up signage
3 people
Display information materials
4 people
Test sound equipment
2 people
Set out coffee and tea
3 people
Arrange snacks on platters
3 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Answer questions at the information desk
2 people
Direct visitors to booths
2 people
Announce presentations
Facilitate presentations
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Support exhibitors
2 people
Register lost property
Inform last visitors
2 people
Have exhibitors take down their stands
4 people
See visitors out
2 people

Aftercare

Pack information materials
4 people
Clear tables and chairs
6 people
Remove decorations
3 people
Wash dishes
3 people
Pack equipment
2 people
Sort and remove waste
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover materials
2 people
Handle lost and found
Send thank-you message
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 participating organizations before promoting the event. Keep the registration form open long enough to build a reliable attendance estimate, then use that number for catering and seating.
Draw the room layout before confirming table numbers. Allow clear walking routes between booths, and reserve space for the information desk, presentation screen, projector and speaker setup.
Set a firm exhibitor confirmation deadline at least 10 to 14 days before the fair. After that date, finalize the program, booth assignments and the participant list instead of continuing to make daily changes.
Prepare printed materials in booth-specific bundles during the final week. Sort flyers by organization, print the floor plan and attendance lists, and make name badges before volunteers arrive.
Check technical and serving equipment the day before. Test the laptop, projector, microphone and speakers, and make sure extension cords, power strips, coffee machines, cups, glasses and thermos flasks are available where they will be used.

Frequently asked questions

How far in advance should I organize an info fair?: Start at least 6 to 8 weeks before the event. Use the first 2 weeks to confirm the date, location and participating organizations, then open registration and begin promotion.
When should exhibitors confirm their attendance?: Set the final confirmation deadline 10 to 14 days before the info fair. This gives you enough time to complete the room layout, program, booth list, signage and printed materials.
How do I calculate catering for an info fair?: Base the order on registered visitors, exhibitors and volunteers, then add a buffer of about 10 percent. For a two-hour event, plan roughly 2 to 3 drinks per person, with extra coffee and water available throughout.
When should I prepare name badges and attendance lists?: Prepare them 2 to 3 days before the event, after registrations have been processed and exhibitor details are final. Keep a small number of blank badges at the information desk for last-minute changes.

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.