Machine Construction Trade Fair Checklist

A machine construction trade fair needs more than booked space and exhibitor invitations. You also have to match booth assignments to the floor plan, collect machine and power requirements, prepare visitor registration, and coordinate demonstrations safely. Start with the venue and layout, then move through exhibitor information, catering, print materials and technical checks. This checklist helps you keep the 76 planning tasks in the right order, including details that are often left until the final week.

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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
Create the trade show floor plan
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Assign Booth Space
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect exhibitor information
2 people
Plan the schedule and talks
2 people
Make reservations
Order catering
2 people
Prepare print files
2 people
Design signage
Prepare name badges
2 people
Order badges and wristbands
Check technical requirements
2 people
Prepare safety instructions
2 people
Confirm exhibitors
2 people
Close visitor registration
Print participant list
Sort badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Bring materials to the venue
4 people
Set up registration desk
2 people
Set up exhibition walls
4 people
Set up tables and chairs
4 people
Hang up stand numbers
2 people
Set up signage
2 people
Set up exhibitor counters
4 people
Check demo setups
4 people
Lay out power cables safely
3 people
Set up safety barriers
3 people
Set up coffee station
2 people
Set up the catering buffet
3 people
Test presentation equipment
2 people
Carry out test registration
2 people
Briefing for reception team
3 people
Brief the security team
3 people

Event

Open the entrance
3 people
Register visitors
4 people
Hand out badges
2 people
Direct visitors to booths
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Announce the lectures
Facilitate presentations
2 people
Resolve technical issues
2 people
Carry out safety checks
2 people
Support exhibitors
2 people
Inform last visitors
2 people
See visitors out
3 people
Check out exhibitors
2 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Dismantle booth materials
4 people
Switch off demo equipment
3 people
Collect cables
3 people
Put furniture back
4 people
Sort and remove waste
3 people
Clean the venue
3 people
Inventory materials
2 people
Return rental items
2 people
Store leftover catering
2 people
Register lost and found items
Archive participant details
Send thank-you message
2 people
Collect invoices and receipts
Record damage and loss
2 people

What to bring

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

Furniture

Display wallsqty 20
Display tablesqty 20
Trade fair tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Buffet tablesqty 4
Waste binsqty 12
Clothes racksqty 2
Transport cartsqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 6
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Microphonesqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 20
Power stripsqty 20
Cable matsqty 20
USB sticksqty 10
Demo machinesqty 4
Tool casesqty 4
Safety barriersqty 12

Lighting

LED floor lampsqty 20
Desk lampsqty 8

Decorations

Company bannersqty 12
Roll-up bannersqty 10
Stand number signsqty 20
Signage boardsqty 16
Program postersqty 10
Information leafletsqty 500
Display racksqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Cooling racksqty 4
Food containersqty 12
Food warmersqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 6
Vacuum cleanersqty 2
Hand broomsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Create the floor plan before assigning booths. Leave clear routes for visitors, transport carts and safety barriers, and mark where demo machines, screens and projection equipment will need power.
Set a firm exhibitor-information deadline at least 3 weeks before opening. Ask for company details, booth needs, demo-machine requirements and technical specifications so the layout and equipment list can be checked in time.
Close visitor registration several days before the fair, then print the participant list and sort badges before event day. Keep spare blank badges and a printer at the registration desk for late changes.
Check every technical requirement during the final week, not during setup. Test laptops, tablets, screens, projectors, microphones, speakers, extension cords and power strips at their assigned locations.
Plan catering around the timetable rather than only the headcount. Collect dietary requirements before ordering, chill drinks before doors open, and place coffee machines, kettles, buffet tables and waste bins where queues will not block booths.

Frequently asked questions

How far in advance should I invite exhibitors to a machine construction trade fair?: Send the first invitations at least 8 to 12 weeks before the fair. Set the exhibitor-information deadline around 3 weeks before opening so booth assignments, signage and technical checks can be completed.
When should I finalise the trade fair floor plan?: Aim to complete the first floor plan 6 to 8 weeks before the event, before assigning booth space. Recheck it after exhibitor information closes and again during the final week, especially for demo machines and power access.
When should visitor registration close for a trade fair?: Close standard visitor registration 3 to 5 days before opening. Use that time to print the participant list, sort badges and prepare the registration desk, while keeping a process for walk-in visitors.
How do I prepare machine demonstrations safely at a trade fair?: Collect each exhibitor’s technical and safety requirements at least 3 weeks in advance. Confirm power, cable routes, safety barriers and operating instructions during the final-week technical check, before machines are positioned.

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.