Infrastructure Fair checklist: plan it in the right order
An infrastructure fair depends on more than booking a hall and inviting exhibitors. You need a clear registration process, an accurate booth layout, reliable power and Wi-Fi, and enough time for deliveries and setup. Start with the date, exhibitor invitations, and registration form, then move through catering, printed materials, route information, and stand instructions. The final days are for checking equipment, marking booth numbers, preparing the loading area, and setting up tables, chairs, signs, and registration points.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Publish trade fair date and times
Send invitations
2 people
Open the registration form
Invite exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Update exhibitor list
Create the booth layout
2 people
Confirm reservations
Order catering
Check the printed materials
Make name badges
2 people
Print the program
Send route information
Send exhibitor instructions
Coordinate deliveries
2 people
Do the shopping
2 people
Collect materials
3 people
Lay out the stand numbers
Test the equipment
2 people
Open venue
2 people
Clear the loading and unloading area
2 people
Check the hall floor
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Place promotional materials
4 people
Set up registration desk
2 people
Sort name badges
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up signage
2 people
Check entrances and emergency exits
2 people
Brief the registration team
2 people
Carry out final stand check
3 people
Event
Register visitors
4 people
Hand out name badges
2 people
Direct visitors to booths
2 people
Support exhibitors
2 people
Guide demonstrations
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Check the signage
Serve evening snacks
3 people
Monitor visitor flow
2 people
Remind Exhibitors to Depart
2 people
See off the last visitors
2 people
Aftercare
Have exhibitors dismantle their booths
4 people
Collect stand materials
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Switch off equipment
2 people
Mark borrowed items
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Register lost and found items
Archive visitor data
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Trade show boothsqty 20
- Standing tablesqty 20
- Bistro tablesqty 12
- Registration tablesqty 2
- Chairsqty 80
- Stoolsqty 40
- Clothes racksqty 4
- Waste binsqty 12
- Storage binsqty 10
Equipment
- Laptopsqty 4
- Tabletsqty 4
- Printersqty 2
- Screensqty 6
- Extension cordsqty 12
- Power stripsqty 20
- HDMI cablesqty 8
- Charging cablesqty 12
- Wi-Fi routersqty 3
- Walkie-talkiesqty 8
- Power banksqty 6
Lighting
- LED work lightsqty 8
- String lightsqty 6
Decorations
- Welcome bannersqty 2
- Stand signsqty 20
- Booth number cardsqty 20
- Signage boardsqty 12
- Directional signsqty 10
- Tableclothsqty 24
- Brochure holdersqty 24
- Cable traysqty 20
- Cable tiesqty 200
- Heavy-duty tapeqty 12
- Double-sided tapeqty 8
Tableware
- Coffee cupsqty 100
- Glassesqty 120
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 20
- Serving tongsqty 12
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Coolersqty 6
- Thermos flasksqty 8
- Ice cube traysqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving plattersqty 12
- Pliersqty 8
- Measuring cupsqty 4
Cleaning
- Vacuum cleanersqty 2
- Mopsqty 4
- Bucketsqty 4
- Broom setsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 8
- Towel dispensersqty 8
- Microfiber clothsqty 30
- Nitrile glovesqty 200
Catering
- Groceries
Tips
- Open registration only after you have fixed the fair date, opening hours, venue details, and exhibitor capacity. Keep the form open long enough to process registrations and collect dietary requirements before ordering catering.
- Create the booth layout as soon as exhibitor reservations are confirmed. Leave space for registration tables, standing tables, storage bins, waste bins, walkways, and a clear loading and unloading area.
- Test every laptop, tablet, printer, screen, HDMI cable, power strip, and Wi-Fi router before the event. Bring spare charging cables, extension cords, and power banks so one missing connection does not stop a booth.
- Send route information and exhibitor instructions several days before opening. Include delivery access, unloading times, booth numbers, setup access, and where exhibitors should report on arrival.
- Schedule the venue setup in sequence: clear the loading area, check the hall floor, position booths and tables, add chairs and signage, then test equipment. Keep walkie-talkies available for the setup team and finish a full walkthrough before doors open.
Frequently asked questions
- How early should I start planning an infrastructure fair?
- Start at least 8 to 12 weeks before the fair. Publish the date and times first, then invite exhibitors, open registration, confirm reservations, and build the booth layout before ordering final catering and printed materials.
- When should I send infrastructure fair invitations?
- Send the first invitations 6 to 8 weeks before the event, with the registration deadline clearly stated. Send a reminder about 2 weeks before closing registration so you can still process responses and collect dietary requirements.
- How long does infrastructure fair setup take?
- Allow at least 4 to 6 hours for a small-to-medium fair with booths, tables, chairs, signage, and equipment. Add more time if deliveries arrive on the same day, and complete the equipment test before exhibitors begin setting up.
- What should I check the day before an infrastructure fair?
- Check the exhibitor list, booth numbers, printed program, badges, route information, catering count, and delivery schedule. Also test power, screens, printers, Wi-Fi, and charging equipment, and confirm that the loading area and hall access are available.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!