Innovation fair checklist: what to arrange and when

An innovation fair needs more than exhibitor invitations and a room full of tables. You need a clear programme, a workable booth layout, reliable presentation equipment and a registration process that captures dietary requirements. Start with the venue and date, then build the exhibitor list, confirm technical needs and prepare printed materials. Use this checklist to keep deadlines visible and avoid last-minute gaps in power, signage, name badges and refreshments.

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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 venue
Set the date and program
2 people
Invite exhibitors
2 people
Invite speakers
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Maintain the exhibitor list
Create the booth layout
2 people
Order catering
Assess technical requirements
2 people
Collect presentations
Prepare name badges
Prepare the map
Print the program
Print Signage
Confirm exhibitors
2 people
Schedule volunteers
Sort wristbands
Do the shopping
2 people
Check materials
2 people
Remind exhibitors
Sort name tags
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up tables and chairs
4 people
Set up exhibition walls
3 people
Set up exhibitor booths
6 people
Connect power points
2 people
Test presentations
2 people
Set up registration desk
2 people
Set up the catering table
2 people
Hang up signage
2 people
Hang up the program clearly
Briefing for reception team
3 people
Give exhibitor briefing
2 people

Event

Open the doors
2 people
Register visitors
3 people
Hand out name badges
2 people
Guide visitors around
2 people
Serve coffee and tea
2 people
Support exhibitors
2 people
Start presentations
Pass around the microphone
Serve snacks
3 people
Refill drinks
2 people
Restock catering
2 people
Empty trash bins
2 people
Check toilets
Lead the networking round
2 people
Guide the photo moment
Announce the final round
Guide visitors to the exit
2 people
Have exhibitors dismantle their booths
2 people

Aftercare

Collect used glasses
3 people
Wash dishes
2 people
Clean up catering
2 people
Collect stand materials
4 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Collect waste
3 people
Clean the room
3 people
Remove signage
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Thank exhibitors
Send visitor email

What to bring

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

Furniture

Tablesqty 24
Chairsqty 120
High tablesqty 8
Table skirtsqty 24
Display wallsqty 16
Brochure racksqty 12
Bar stoolsqty 16

Tableware

Reusable glassesqty 150
Coffee cupsqty 120
Platesqty 120
Dessert platesqty 150
Forksqty 150
Coffee spoonsqty 120
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 16
USB chargersqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clickersqty 2
Power banksqty 4

Lighting

LED lightsqty 8
Light standsqty 4

Decorations

Name badge holdersqty 30
Stand signsqty 16
Program postersqty 8
Wayfinding signsqty 12
Table décorqty 24
Plantsqty 12
Cable tiesqty 100
Painter's tapeqty 8
Double-sided tapeqty 6
Pensqty 60
Notepadsqty 60
Name badgesqty 150
Lanyardsqty 150
Clipboard foldersqty 6
Markersqty 24
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Pen holdersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 8
Drink dispensersqty 4
Bottle openersqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 10
Waste sorting binsqty 4

Catering

Groceries

Tips

Set the venue, date and programme before inviting exhibitors or speakers. Leave at least 8–12 weeks for replies, layout planning and technical checks.
Ask exhibitors for their display and power requirements when they register, then turn the answers into a booth layout. Check every laptop, projector, HDMI cable, extension cord and power strip at least 3 days before the fair.
Close registration and dietary-requirement collection 7–10 days before the event. Use the final numbers to confirm catering, snacks, plates, cups, serving utensils and seating.
Prepare the visitor information as one matching set: map, printed programme, stand signs, name badges and exhibitor list. Print them 2–3 days ahead, not on the morning of the fair.
Create a timed setup plan for volunteers. Allow at least 90 minutes before opening to place tables, display walls, lighting, badge holders and signage, then test microphones and presentations before guests arrive.

Frequently asked questions

How far in advance should I organise an innovation fair?: Start planning at least 8–12 weeks before the event. That gives you time to reserve the venue, set the programme, invite exhibitors and speakers, process registrations and resolve equipment or catering issues.
When should exhibitors confirm their participation?: Set a confirmation deadline around 3–4 weeks before the fair. Use the final list to complete the booth layout, collect presentations, prepare stand signs and identify exhibitors who still need a reminder.
How many volunteers do I need for an innovation fair?: Plan roughly 1 volunteer for every 25–40 visitors during arrival and room changes, with at least 2 people assigned to setup and technical support. Final numbers depend on the venue size, number of exhibitors and programme complexity.
When should I order catering for an innovation fair?: Request a catering quote 3–4 weeks in advance and confirm the final quantity 7–10 days before the event. At that point, include registered dietary requirements and the planned serving time for drinks, snacks and other food.

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.