Information fair checklist and planning guide

An information fair works best when visitors can find the right exhibitors quickly and participants know exactly where to be. Start with the room, market map, registration process, and exhibitor confirmations before planning the final layout. Allow time to collect dietary and accessibility requirements, check presentations, and match technical needs to the available equipment. This checklist covers the preparation sequence, including details that are often left until the last few days, such as name badges, route signs, parking information, and printed participant lists.

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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

Reserve a room
Create a market map
2 people
Invite participants
2 people
Open the registration form
Process registrations
Confirm exhibitors
Collect dietary requirements
Check contact details
Compile program
2 people
Assign pitch locations
2 people
Gather parking information
Check accessibility
2 people
Make reservations
Send invitations
2 people
Design route signs
Design name badges
Collect information leaflets
2 people
Check presentations
2 people
Gather technical requirements
Order catering
Print signage
2 people
Print participant list
Print name badges
2 people
Assemble info packs
3 people
Check equipment
2 people
Do the shopping
2 people
Sort brochures
2 people
Chill drinks
2 people
Set out coffee supplies
Remind exhibitors

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Hang up stand numbers
2 people
Welcome exhibitors
3 people
Build stands
6 people
Set up the presentation area
3 people
Test sound system
2 people
Test the projector and screen
2 people
Set up the reception desk
2 people
Lay out name badges
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Place route signs
2 people
Restock toiletries
Staff the welcome desk
2 people
Register visitors
2 people
Inform visitors
2 people
Distribute program
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Facilitate presentations
2 people
Manage microphone
Capture photo moments
Check rest area
Check toilets
Check stock
Provide evening break catering
2 people
Guide visitors to the exit
2 people
Check out exhibitors
2 people
Collect lost and found items

Aftercare

Take down stalls
6 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Pack up materials
3 people
Lock up the venue
2 people
Handle the deposit and keys
Return borrowed materials
2 people
Store leftover stock
2 people
Call Exhibitors Back
Archive photos
Return lost and found items

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 6
Registration desk
Coat rackqty 2
Clothes hangersqty 80
Bollardsqty 6
High tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Small bowlsqty 12
Coffee potsqty 3
Teapotsqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 8
Cable reelsqty 4
Extension cordsqty 8
USB sticksqty 2
Walkie-talkiesqty 4
Charging stationsqty 2
Mobile phoneqty 2

Presentation

Presentation boardsqty 12
Flip chartsqty 2
Flipchart padsqty 4
Markersqty 24
Whiteboard
Whiteboard markersqty 8
Pensqty 50
Sticky tackqty 6
Writing foldersqty 20
Clipboardsqty 10

Registration

Name badge holdersqty 120
Badge clipsqty 120
Registration formsqty 150
Program flyersqty 150
Information foldersqty 120
Markersqty 20
Cash box
Clipboard foldersqty 4

Decorations

Tableclothsqty 18
Buntingqty 6
Flower arrangementsqty 6
Decorative lampsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 8
Cable tiesqty 100
Ropeqty 2
Scissorsqty 6
Directional signsqty 12
Booth numbersqty 18

Lighting

LED work lightsqty 4
LED string lightsqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the room layout before assigning pitch locations. Mark tables, high tables, bar stools, the registration desk, coat area, and visitor routes on the market map so exhibitors receive clear instructions.
Close exhibitor registration early enough to process entries, check contact details, collect dietary requirements, and confirm each participant before printing the participant list and name badges.
Check every presentation and technical request at least 7 days before the fair. Confirm the projector, projection screen, microphones, speakers, mixer, laptop connections, power strips, cable reels, and extension cords.
Prepare visitor guidance before event day: gather parking information, check accessibility, and place route signs where people make decisions. Print extra signs for the entrance, registration desk, toilets, and presentation area.
Schedule catering around the programme rather than arrival alone. Count coffee cups, glasses, plates, cutlery, serving trays, bowls, coffee pots, teapots, kettles, and coffee machines for the expected attendance, then assemble information packs before setup begins.

Frequently asked questions

How far in advance should I organize an information fair?: Start planning at least 8 weeks before the fair. This gives you time to reserve a room, invite participants, open registration, confirm exhibitors, build the programme, and resolve accessibility or technical issues.
When should exhibitors be confirmed for an information fair?: Aim to confirm exhibitors 3 to 4 weeks before the event. After that, assign pitch locations, collect final leaflet and presentation details, and send practical information about parking, arrival, equipment, and setup.
When should I print information fair name badges and signs?: Print the participant list, name badges, route signs, and other signage 3 to 5 days before the fair, after registrations and exhibitor details have been checked. Keep a small number of blank badges for last-minute changes.
How much equipment is needed for an information fair?: Base the equipment list on the programme and the number of presentation points, not just the number of exhibitors. Check all equipment at least 7 days beforehand and allow time to test power, cables, microphones, speakers, the projector, and the screen in the actual room.

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.