Installation fair checklist: what to arrange and when

An installation fair depends on more than a list of exhibitors and attractive booths. You need a confirmed timetable, a workable floor plan, reliable power and presentation equipment, and clear information for every participant. This checklist helps you move from registrations to setup without leaving badges, dietary requirements, printed materials, or chilled drinks until the last minute. It also covers the practical items that keep visitors moving and exhibitors ready to present.

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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

Set the trade fair date and times
2 people
Create exhibitor list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Make reservations
Order catering
Finalize the program
2 people
Design the floor plan
Design name badges
Design signage
Send exhibitor information
2 people
Gather technical requirements
2 people
Collect presentations
Check presentations
2 people
Enter Badge Details
2 people
Check print materials
Collect Print Materials
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Load materials
3 people
Open venue
2 people
Clear the loading area
2 people
Set out pitches
3 people
Build stage walls
4 people
Set up tables and chairs
4 people
Furnish booths with furniture
4 people
Hang stand signs
3 people
Set up signage
2 people
Set up registration desk
2 people
Set up the presentation area
3 people
Connect the screens
2 people
Test the lighting
2 people
Test sound system
2 people
Set up coffee station
2 people
Set out snacks
3 people
Brief the registration team
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Hand out badges
2 people
Guide visitors around
2 people
Announce presentations
Facilitate presentations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Keep booth floors clean
2 people
Resolve technical issues
2 people
Support exhibitors
2 people
See off the last visitors
2 people

Aftercare

Have exhibitors dismantle their booths
4 people
Clean up catering
3 people
Switch off equipment
2 people
Collect materials
4 people
Dismantle stand walls
4 people
Put furniture back
4 people
Wash dishes
3 people
Dispose of waste
2 people
Clean the venue
3 people
Check materials
2 people
Pack equipment
2 people
Return rental items
2 people
Return exhibitor materials
2 people

What to bring

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

Furniture

Display wallsqty 24
High tablesqty 12
Fair countersqty 8
Exhibition chairsqty 48
Visitor chairsqty 120
Foldable tablesqty 16
Tableclothsqty 24
Brochure racksqty 8
Bollardsqty 12

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Sound system
Wireless microphonesqty 2
Presentation clickerqty 2
Extension cordsqty 12
Power stripsqty 16
Cable traysqty 20
Charging stationsqty 2
Refrigeratorsqty 3
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Hand trucksqty 2

Tableware

Coffee cupsqty 180
Glassesqty 240
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 60

Decorations

Trade show bannersqty 12
Plantsqty 16
Flagsqty 8
Directional signsqty 12
Booth numbersqty 24
Decorative lightingqty 8

Lighting

LED spotlightsqty 24
Work lightsqty 6

Catering

Coolersqty 6
Water dispensersqty 3
Coffee potsqty 6
Teapotsqty 3
Napkin holdersqty 12
Buffet traysqty 12
Drink dispensersqty 4
Ice containersqty 4
Thermos flasksqty 6
Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 12
Hand soap dispensersqty 6

Registration

Desk pensqty 30
Badge holdersqty 220
Lanyardsqty 220
Adhesive badgesqty 250
Registration foldersqty 6
Clipboard foldersqty 6
Wristbandsqty 250

Print materials

Program flyersqty 250
Floor plansqty 250
Exhibitor badgesqty 30
Name badgesqty 40
Presentation boardsqty 12
A4 paperqty 2
Printer inkqty 4

Safety

Cable markersqty 100
Marking tapeqty 12
Work glovesqty 12
Safety vestsqty 8

Tools

Cordless drill driversqty 2
Screwdriver setsqty 2
Allen key setsqty 2
Cable tiesqty 300
Duct tapeqty 8
Measuring tapesqty 3

Tips

Set the date and opening hours before inviting exhibitors, then give registration a clear closing date so you have time to confirm names, dietary requirements, and technical needs.
Create the booth layout and floor plan only after you know which exhibitors are attending. Allow space for display walls, counters, high tables, chairs, brochure racks, visitor routes, and cable trays.
Collect presentations and technical requirements at least 7 days before the fair. Test laptops, screens, the projector, microphones, sound system, clicker, extension cords, and power strips before doors open.
Prepare badges, signage, and printed materials in one stock check. Keep spare badge details and extra copies available because late exhibitor changes are common during the final week.
Schedule delivery and setup with enough time to load materials, position furniture, chill drinks, prepare catering, and connect charging stations. A two-hour setup window is a practical minimum for a small fair; allow longer for multiple presentation areas.

Frequently asked questions

How far in advance should I organize an installation fair?: Start planning at least 8 to 12 weeks before the fair. Set the date first, then invite exhibitors, process registrations, reserve the venue and equipment, and finalize the program during the final 2 weeks.
When should exhibitors confirm their participation?: Set a registration deadline 3 to 4 weeks before the event and confirm exhibitors within 5 working days after it closes. This gives you time to complete the booth layout, badges, signage, and floor plan.
How much time do I need to set up an installation fair?: Allow at least 2 hours for a small fair and 4 hours when you have several booths, presentation equipment, or catering stations. Include time to test power, screens, microphones, and the projector before visitors arrive.
When should I collect dietary requirements for the fair?: Ask for dietary requirements during registration and close the list 7 to 10 days before the event. Send the final numbers to catering when you place or confirm the order.

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.