What you need for an info fair
An info fair needs more than tables and flyers. Plan the shopping around the number of exhibitors, visitors, and presentation slots, then check every booth has space for information materials and signs. Refreshments, name badges, power access, and last-minute printing are easy to underestimate. This checklist covers the practical supplies for the event, from coffee service and serving items to presentation equipment and booth setup.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Allow one table per exhibitor, plus at least one separate information desk for registration and questions. Add chairs or stools according to whether exhibitors will sit throughout the fair.
- For refreshments, plan two to three drinks per visitor during the first hour, then about one drink per person for each additional hour. Include coffee cups, glasses, pitchers, and enough plates and cutlery for the food being served.
- Count power requirements before the day: laptops, projectors, speakers, coffee machines, and kettles may need separate extension cords and power strips. Bring charging cables and test the equipment in the room before exhibitors arrive.
- Prepare one name badge for every exhibitor, volunteer, and organizer, plus at least 10% spare holders for late registrations or damaged badges. Print attendance lists and booth signs before setup starts.
- Sort flyers and other information materials by booth instead of leaving them in boxes. Use tablecloths and clear signage to make each stand identifiable, and keep scissors, tape, and spare printed signs available for changes.
Frequently asked questions
- How many tables do I need for an info fair?
- Start with one table per participating organization or exhibitor, then add one information desk. Measure the room layout as well: leave roughly 1.2 metres of walking space between rows so visitors can move through without blocking a booth.
- How much coffee and water should I buy for an info fair?
- For the first hour, plan two to three drinks per visitor, including coffee, tea, and water. For each additional hour, allow about one drink per person, and add 10% extra if attendance is difficult to predict.
- What equipment is needed for presentations at an info fair?
- For each presentation setup, check the laptop, projector, projection screen, speakers, microphone, and presentation clicker. Have at least one tested extension cord and power strip available per setup, and test everything 30 to 60 minutes before the first presentation.
- How many name badges should I prepare?
- Prepare one badge for every confirmed exhibitor, volunteer, organizer, and expected participant who needs identification. Print at least 10% extra, or a minimum of five spare badges, for late registrations and corrections.