Logistics trade fair checklist

A logistics trade fair needs more than a list of exhibitors and stands. You need a clear sequence for registrations, booth planning, deliveries, badges, catering, technology and on-site setup. Start by confirming the date and location, then work towards a final exhibitor list and visitor numbers before ordering food or printing materials. This checklist also covers details that are easy to leave too late, such as dietary requirements, parking information, lighting checks and delivery timing.

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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
Compile exhibitor list
2 people
Publish registration form
Send invitations
2 people
Invite exhibitors
2 people
Process visitor registrations
2 people
Collect dietary requirements
Check exhibitor details
2 people
Draw the booth layout
2 people
Prepare visitor registration
2 people
Send parking information
Make badges and wristbands
2 people
Print booth numbers
Print maps
Print name badges
Print program
Order catering
2 people
Check the lighting
2 people
Collect presentation materials
2 people
Confirm deliveries
Do the shopping
3 people
Chill drinks
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang up stand numbers
2 people
Distribute power outlets
2 people
Connect lighting
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Arrange snacks
3 people
Set up information points
2 people
Hang up floor plans
2 people
Check toilets
2 people
Test equipment at each booth
3 people
Briefing for reception team
3 people

Event

Open the doors
3 people
Register visitors
3 people
Hand out badges
2 people
Welcome exhibitors
2 people
Answer route questions
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep buffet clean
2 people
Monitor visitor flow
2 people
Check stock
Serve evening catering
3 people
Collect tableware
2 people
See off the last visitors
3 people
Check out exhibitors
2 people

Aftercare

Store leftovers safely
2 people
Dismantle stand materials
4 people
Put furniture back
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste separately
2 people
Inventory materials
2 people
Return rental items
2 people
Register lost property
Send visitor thank-you notes
Send exhibitor thank-you notes

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 36
Chairsqty 120
Display wallsqty 30
Bar stoolsqty 12
Clothes racksqty 6

Tableware

Coffee cupsqty 150
Glassesqty 200
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20

Equipment

Laptopsqty 4
Tabletsqty 4
Screensqty 8
Projector
Projector screen
Extension cordsqty 20
Power stripsqty 20
Charging stationsqty 4
Walkie-talkiesqty 8
Handheld microphone
Speakersqty 2
Power banksqty 8

Decorations

Trade fair bannersqty 8
Plantsqty 12
Tableclothsqty 36
Directional signsqty 12
Info panelsqty 6

Lighting

LED spotlightsqty 16
Light Stripsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Food warmersqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 12

Catering

Groceries

Registration

Name badgesqty 350
Badge holdersqty 350
Lanyardsqty 350
Adhesive labelsqty 500
Desk pensqty 20
Clipboardsqty 8

Print materials

Visitor mapsqty 350
Program leafletsqty 350
Exhibitor foldersqty 40
Trade show stickersqty 100
Arrow stickersqty 40
Notepadsqty 350
Ballpoint pensqty 400

Safety

Cable matsqty 20
Warning signsqty 8
Flashlightsqty 6
Work glovesqty 12

Transport

Transport cartsqty 4
Roll containersqty 6
Ratchet strapsqty 12

Tips

Set a firm deadline for exhibitor details before drawing the booth layout. Use the confirmed list to assign booth numbers, print maps and check that every stand has the right space and power access.
Close visitor registration at a defined time before the fair, then use the numbers for catering, badges, seating and drinks. Collect dietary requirements during registration rather than chasing them by email later.
Confirm every delivery at least 3 business days before setup. Ask for delivery times, unloading instructions and the contact person on site so counters, display walls, screens and printed materials do not arrive separately without anyone to receive them.
Test the full technical setup before exhibitors arrive: laptops, tablets, screens, projector, microphone, speakers, extension cords and power strips. Keep charging stations, power banks and walkie-talkies available for the event team.
Prepare printed materials only after the program, exhibitor details and floor plan are final. Print maps, booth numbers, name badges, wristbands and directional signs together, then pack them by registration desk, hall and stand area.

Frequently asked questions

How far in advance should I organise a logistics trade fair?: Start planning at least 8 to 12 weeks before the fair. Aim to confirm the date and location first, publish registration soon after, and finalise exhibitors, catering and the booth layout no later than 2 weeks before setup.
When should I order catering for a logistics trade fair?: Order catering after visitor registration gives you a reliable headcount, usually 10 to 14 days before the event. Freeze the quantity 3 to 5 business days beforehand and send the final dietary requirements to the caterer at the same time.
When should trade fair badges and maps be printed?: Print badges, booth numbers, maps and the program 3 to 5 business days before the fair, once exhibitor and schedule details are final. Keep a small set of blank badges for late registrations and corrections.
How early should the venue be set up for a logistics trade fair?: Allow at least 4 to 6 hours for setup, depending on the number of booths and deliveries. Put counters, tables, chairs and display walls in place first, then check lighting, power, screens, signage and registration materials before opening.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.