Information fair planning checklist

An information fair involves more than inviting organizations and putting out tables. You need to secure the venue, confirm exhibitors, manage registrations, plan the booth layout, and check practical details such as power, accessibility, fire safety, and waste collection. Start with the date and venue, then work toward a confirmed program and floor plan. Use the task and supplies lists below to keep exhibitor coordination, visitor information, catering, and setup on schedule.

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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

Record date and time
2 people
Reserve the venue and hall
Check permits
Reach out to participating organizations
2 people
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Distribute flyers
4 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Create the program and floor plan
2 people
Schedule volunteers
2 people
Book catering
Reserve tables and chairs
Arrange waste collection
Check accessibility
2 people
Check fire safety
2 people
Design signage
Print information materials
2 people
Prepare name badges
2 people
Print exhibitor list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people
Remind exhibitors

Event

Open hall
2 people
Conduct a safety check
2 people
Set up tables
5 people
Set up chairs
4 people
Set up exhibition walls
4 people
Hang booth signs
3 people
Set up information stands
10 people
Set up the reception desk
2 people
Set up the catering buffet
4 people
Make coffee and tea
2 people
Set up signage
3 people
Test the equipment
2 people
Brief volunteers
2 people
Welcome exhibitors
3 people
Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
2 people
Hand out information materials
4 people
Direct visitors to booths
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Inform last visitors
2 people
Have exhibitors take down their stands
4 people
Clean up catering
4 people
Take down tables and chairs
5 people
Sort materials
3 people

Aftercare

Clean the room
4 people
Dispose of waste
2 people
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Clean up leftovers
2 people
Collect reimbursements
Send thank-you message
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

Reserve the hall before sending invitations, and check permits, fire safety, accessibility, and waste collection at the same time. These details can affect the layout and may take several weeks to confirm.
Contact participating organizations early and set a firm confirmation deadline, ideally 4–6 weeks before the fair. You need the final exhibitor list before assigning booths, printing materials, and preparing name badges.
Create the registration form with dietary requirements and accessibility questions included. Close or review registrations at least 7 days before the event so catering numbers and visitor information are still useful.
Build the floor plan around visitor flow, not just the number of exhibitors. Allow room for tables, display walls, coat racks, seating, power strips, extension cords, and clear accessible routes.
Schedule volunteers in shifts of 2–3 hours and give each shift a written task list. Arrange a final equipment check the day before, including laptops, tablets, printer, microphone, speakers, coffee machines, kettles, and serving supplies.

Frequently asked questions

How far in advance should I organize an information fair?: Start at least 8–12 weeks before the fair. Secure the venue and date first, then allow 4–6 weeks for exhibitor confirmations, invitations, registrations, and the floor plan.
When should exhibitors confirm their attendance?: Set the confirmation deadline 4–6 weeks before the event. This gives you enough time to assign booths, finalize the exhibitor list, prepare badges, and print information materials.
When should I finalize catering for an information fair?: Review registrations and dietary requirements 7–10 days before the fair, then confirm catering quantities. Keep a small buffer for late registrations and volunteers working during setup.
How many volunteers do I need for an information fair?: Plan at least 1 volunteer for check-in, 1 person for room and exhibitor support, and 1 person for technical issues during each shift. For a busy fair, use shifts of 2–3 hours so coverage stays consistent.

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.