Maritime fair checklist: what to arrange and when

A maritime fair needs more than exhibitor invitations and a row of counters. You must fit exhibitors into a workable floor plan, collect registrations and dietary requirements, prepare visitor information, and make sure every booth has power and the right equipment. Start with the date and participant profile, then move through exhibitor coordination, layout, catering, printing, permits, and final checks. This checklist gives you a practical order for managing the 68 tasks and 52 items in the plan.

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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
2 people
Define the participant profile
2 people
Create the trade show floor plan
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Send out the booth layout
Prepare name badges
2 people
Create the program
2 people
Design signage
Create information boards
2 people
Have printed materials made
Book catering
Plan the coffee service
Reserve tables and chairs
Reserve cooling facilities
Check permits
Check insurance details
Print contact list
Email exhibitor instructions
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort name badges
2 people
Prepare materials
3 people
Check the exhibition hall
2 people
Set up tables
4 people
Set up chairs
3 people
Apply stand numbers
2 people
Hang up signage
2 people
Set up registration desk
2 people
Set up the catering table
2 people
Prepare coffee and tea
2 people

Event

Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people
Staff the registration desk
2 people
Register visitors
2 people
Distribute program
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Restock break supplies
Serve evening catering
3 people
Inform last visitors
2 people
Check out exhibitors
2 people
Collect lost property

Aftercare

Dismantle stand materials
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the catering area
2 people
Clean the exhibition hall
3 people
Check materials
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Register lost and found items
Thank exhibitors
Send visitor email

What to bring

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

Furniture

Fair countersqty 3
Standing tablesqty 24
Folding chairsqty 80
Bar stoolsqty 12
Tableclothsqty 30
Brochure racksqty 12
Waste binsqty 10

Equipment

Laptopsqty 3
Tabletsqty 3
Card machinesqty 3
Extension cordsqty 12
Power stripsqty 12
USB chargersqty 8
Power banksqty 6
Handheld microphonesqty 2
Presentation screensqty 2
Laptop speakersqty 2
Cable reelsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Cooling matsqty 12

Decorations

Maritime flagsqty 12
Buntingqty 8
Decorative ropesqty 6
Ship wheel decorationsqty 4
Anchor decorationsqty 6
Table decorationsqty 24
Stand number signsqty 30
Information boardsqty 10

Lighting

LED string lightsqty 10
LED work lightsqty 8
Battery lanternsqty 6

Cleaning

Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the floor plan before confirming every booth. Mark fair counters, standing tables, chairs, brochure racks, screens, catering, exits, and cable routes so exhibitors know exactly what space they receive.
Send exhibitor instructions with the booth layout and a deadline for questions. Include arrival time, badge collection, power arrangements, presentation equipment, and where exhibitors should place printed materials.
Check technical needs at least 7 days before the fair. Count laptops, tablets, card machines, extension cords, power strips, USB chargers, microphones, screens, speakers, and cable reels against the confirmed exhibitors.
Plan the coffee service by time block rather than by guesswork. Reserve coffee machines, kettles, thermos flasks, cups, reusable cups, plates, cutlery, serving platters, and cooling facilities before the catering order is final.
Do a final document and compliance check 2 to 3 days beforehand. Confirm permits and insurance details, print the contact list, verify name badges and signage, and compare the shopping list with what has actually been delivered.

Frequently asked questions

How far in advance should I organize a maritime fair?: Set the date and participant profile at least 8 to 12 weeks before the fair. Use the first weeks for exhibitor contact and registration, then leave the final 2 weeks for layout confirmation, printing, catering, permits, and equipment checks.
When should maritime fair exhibitors receive the booth layout?: Send the booth layout as soon as registrations are processed and no later than 10 to 14 days before the event. Ask exhibitors to confirm their space, equipment, and presentation needs within 3 to 5 days.
How much coffee should I plan for at a maritime fair?: For a standard 4-hour fair, plan roughly 2 cups per visitor or participant, then add 10% for staff, exhibitors, and refills. Confirm the final headcount 3 to 5 days before booking catering and coffee supplies.
What should I check the day before a maritime fair?: Verify the floor layout, badges, signage, information boards, printed materials, contact list, catering delivery, cooling facilities, power supplies, microphones, screens, and card machines. Complete this check at least 24 hours before opening so missing items can still be replaced.

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.