Interior fair checklist: what to arrange and when

An interior fair needs more than confirmed exhibitors and attractive displays. You must coordinate pitch locations, room layout, registrations, access, signage, catering and equipment before visitors arrive. Start by fixing the date and venue details, then move through exhibitor communication and the floor plan before ordering supplies. In the final week, check the exhibitor list, prepare badges and access materials, and confirm that every laptop, card terminal, extension cord and display item can be used on site.

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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
Confirm the venue and room layout
2 people
Contact exhibitors
2 people
Process exhibitor registrations
2 people
Assign pitch locations
2 people
Send participant information
Send invitations
2 people
Update the trade fair website
Post on social media
Process registrations
2 people
Collect dietary requirements
Book catering
Send parking information
Finalize the floor plan
2 people
Make name badges for exhibitors
2 people
Design signage
Print maps and signs
2 people
Check the exhibitor list
Prepare access lists
2 people
Sort wristbands and badges
2 people
Print Supply List
Do the shopping
3 people
Chill drinks
2 people
Set up catering for each time slot
2 people
Bring materials to the venue
4 people
Clear the loading and unloading area
2 people
Set up registration desk
3 people
Register exhibitors
3 people
Set up tables and chairs
5 people
Set up exhibition walls
5 people
Distribute power outlets
3 people
Hang lighting
3 people
Have exhibitors set up their stands
10 people
Set up the entrance and coat check
3 people
Set up catering points
3 people
Hang up signage
2 people
Check toilets
2 people
Clear emergency routes
3 people
Test registration system
2 people
Check the final stands
3 people
Hold team briefing
8 people
Prepare the doors and entrance
2 people

Event

Welcome visitors
4 people
Register visitors
3 people
Manage the cloakroom
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill the coffee points
Collect waste
2 people
Check toilets periodically
Keep walkways clear
2 people
Capture photo moments
Inform last visitors
2 people
Guide the exit
2 people

Aftercare

Clear the cloakroom
2 people
Have exhibitors take down their stands
8 people
Dismantle booth walls
5 people
Stack tables and chairs
5 people
Remove decorations
3 people
Roll up power cables
3 people
Bring waste to the collection point
3 people
Wash dishes
3 people
Clean the catering area
2 people
Sweep and mop the hall
4 people
Clean the restrooms
2 people
Return materials
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Archive visitor registrations
Send thank-you message to exhibitors
Register lost and found items

What to bring

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

Furniture

Trade show booth wallsqty 30
Bali Tablesqty 4
Tablesqty 40
Chairsqty 120
High tablesqty 12
Coat racksqty 4
Clothes hangersqty 250
Bollardsqty 12
Barrier tapeqty 6

Equipment

Laptopsqty 3
Tabletsqty 3
Mobile card terminalsqty 2
Label printersqty 2
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Flashlightsqty 6
Power stripsqty 20
Extension cordsqty 12
USB chargersqty 8

Lighting

LED spotlightsqty 20
String lightsqty 12
Spare flashlightsqty 10

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Decorations

Tableclothsqty 45
Plantsqty 30
Decorative vasesqty 20
Decorative cushionsqty 40
Photo framesqty 20
Table décorqty 30
Trade fair bannersqty 8
Directional signsqty 20
Information boardsqty 12
Badge holdersqty 150
Wristbandsqty 600
Name badgesqty 150
Pensqty 50
Clipboardsqty 8
Printer paperqty 3
Tapeqty 12
Double-sided tapeqty 8
Cable tiesqty 300
Scissorsqty 10
Utility knivesqty 4
Measuring tapesqty 4

Kitchen

Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
traysqty 12
Cooler thermometersqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 8
Waste binsqty 16

Catering

Groceries

Tips

Finalise the floor plan before assigning pitches or printing maps. Include trade show booth walls, tables, chairs, high tables and clear visitor routes so exhibitors receive accurate location information.
Give exhibitors one complete information pack at least 7 days before the fair. Include arrival instructions, pitch locations, parking details, access arrangements and the deadline for dietary requirements.
Count power and charging equipment by area, not just by item. Check that each laptop, tablet, mobile card terminal, label printer, coffee machine and spotlight has a suitable power strip, extension cord or USB charger.
Prepare visitor and exhibitor access materials at least 1 day before setup. Sort name badges, wristbands and access lists separately, then keep spare badges, barrier tape and flashlights with the event team.
Plan catering around time slots rather than one large delivery. Chill drinks before doors open, place coffee machines and kettles where queues will not block displays, and set out enough cups, glasses, plates and serving utensils for each slot.

Frequently asked questions

How far in advance should I contact interior fair exhibitors?: Contact potential exhibitors as soon as the date and venue are confirmed, ideally 8 to 12 weeks before the fair. Set a clear registration deadline at least 4 weeks before the event so you have time to assign pitches and publish the final exhibitor list.
When should the interior fair floor plan be finalised?: Finalise the floor plan no later than 2 weeks before the fair, after exhibitor registrations are processed. Print maps and signs only after the layout, pitch numbers and visitor routes have been checked.
How many drinks should I provide at an interior fair?: For the first hour, allow around 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Add extra water for exhibitors and staff, especially if they are working throughout the day.
What should I check the day before an interior fair?: Check the exhibitor list, access lists, badges, wristbands, signage, catering deliveries and room layout 1 day before opening. Test laptops, tablets, card terminals, label printers, lighting and power connections before materials are brought into the venue.

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.