Information fair checklist: what to arrange and when

An information fair needs more than confirmed exhibitors and a room. You have to coordinate registrations, booth layouts, visitor information, volunteers, equipment, refreshments, and clear directions before the doors open. Start with the date, venue, permits, and participating organizations, then build the program and floor plan around the confirmed details. This checklist keeps the work in order and highlights items that are often left until the final week, such as exhibitor confirmations, name badges, power access, and printed signage.

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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
Check permits and notifications
Reach out to participating organizations
2 people
Create registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange exhibitor booths
2 people
Create a market map
2 people
Create program and opening hours
2 people
Send confirmation to exhibitors
Create parking and route information
Recruit volunteers
2 people
Create the volunteer schedule
Gather information for exhibitors
2 people
Post promotion on social media
Hang neighborhood posters
2 people
Have printed materials made
Prepare signage
2 people
Make name badges for exhibitors
Print registration forms
Do the shopping
2 people
Check materials
2 people
Prepare the coffee and tea station
2 people
Send final information to exhibitors

Event

Open venue
2 people
Check the rooms and floor
2 people
Set up tables and chairs
4 people
Place booth numbers
2 people
Set up signage
2 people
Set up the information desk
2 people
Set up the coffee and tea station
2 people
Lay out presentation materials
2 people
Test the equipment
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people
Distribute brochures and materials
2 people
Staff the visitor desk
2 people
Welcome visitors
2 people
Register sign-ups
2 people
Explain the program
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
Refill snacks
2 people
Empty trash bins
Check toilets
Check stock
Announce evening program
Guide information sessions
2 people
Answer visitors' questions
2 people
Inform last visitors
2 people
Check out exhibitors
2 people
Guide visitors to the exit
2 people

Aftercare

Collect stand materials
4 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Pack leftover food
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Clean the restrooms
2 people
Return materials
2 people
Return borrowed items
2 people
Clean up leftovers
2 people
Handle lost and found
Send thank-you message
Archive photos and files

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 4
Information desk
Coat racksqty 2
Waste binsqty 8
Clothes racksqty 2
Tablecloth tablesqty 18

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Chargersqty 4
USB sticksqty 3
Presentation clicker

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Small bowlsqty 12
Measuring cupsqty 2
Washing-up basinsqty 6

Decorations

Tableclothsqty 18
Welcome sign
Stand number signsqty 20
Name badge holdersqty 20
Directional signsqty 12
Flagsqty 8
Flagpolesqty 8
Plantsqty 8
Notice boardsqty 10
Poster holdersqty 12
Buntingqty 10
Adhesive stripsqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Catering

Groceries

Paper goods

Program flyersqty 300
Floor plansqty 250
Registration formsqty 200
Surveysqty 150
Name badgesqty 40
Notepadsqty 30
Sticky notesqty 500
Copy paperqty 2
Envelopesqty 100

Office supplies

Ballpoint pensqty 80
Permanent markersqty 24
Whiteboard markersqty 12
Pencilsqty 30
Eraserqty 10
Scissorsqty 10
Tapeqty 8
Staplersqty 4
Staplesqty 8
Paper clipsqty 4
Clipboardsqty 10
Storage foldersqty 12
Bindersqty 6
Labelsqty 4
Calculatorsqty 2

Safety

Cable matsqty 8
Barrier tapeqty 2
Non-slip matsqty 6
Flashlightsqty 4

Cleaning

Trash binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12

Transport

Hand trucksqty 2
Roll containersqty 4
Cratesqty 20

Tips

Confirm the venue, date, opening hours, and any permit or notification requirements before inviting organizations. Allow at least 6–8 weeks for a public information fair so you have time to adjust the plan.
Ask exhibitors for their final information, power needs, table requirements, and presentation details no later than 10–14 days before the fair. Send one final information pack with arrival instructions, the market map, parking information, and setup times.
Close visitor registration several days before the event, then group dietary requirements and prepare the registration desk. Print registration forms and name badges at least 2 days ahead, with a small supply of blank badges for late changes.
Walk through the room using the market map and opening program before setup day. Check that tables, chairs, the information desk, coat racks, waste bins, extension cords, power strips, and presentation equipment are placed where they will not block visitor routes.
Assign volunteers to specific shifts rather than asking for general help. For a full-day fair, plan at least one person at the information desk and one person for room support during every opening block, then send the schedule and arrival time in advance.

Frequently asked questions

How far in advance should I organize an information fair?: Start planning 6–8 weeks before the event. Confirm the date and location first, then contact organizations, open registration, arrange promotion, and recruit volunteers before the final two weeks.
When should exhibitors receive the final information?: Send the final exhibitor information 10–14 days before the fair. Include setup and arrival times, the market map, opening hours, parking and route details, equipment arrangements, and a contact number for event day.
How many volunteers do I need for an information fair?: Plan at least two volunteers for each busy opening block: one at the information desk and one for room support. Add more if you expect queues, several entrances, or a program with presentations that need technical help.
When should I print signs, forms, and name badges?: Have the main printed materials ready 5–7 days before the fair, once the program and exhibitors are stable. Print registration forms and exhibitor name badges 2 days before, then keep blank copies available for last-minute changes.

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