Metal Fair Checklist

A metal fair needs more than confirmed exhibitors and a room full of tables. You need a clear registration process, assigned booth locations, reliable power, visible signage and a setup plan that works before the first visitor arrives. Start by collecting exhibitor details and requirements, then build the floor plan and send practical instructions. In the final days, check deliveries, badges, materials, escape routes and refreshments so setup does not become a last-minute scramble.

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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

Invite exhibitors
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign pitch locations
2 people
Collect Exhibitor Logos
Assess power requirements
Create the trade show floor plan
2 people
Send the exhibitor manual
Order name badges
Design signage
Book catering
Reserve tables and chairs
Check exhibitor list
2 people
Have printed materials made
Do the shopping
2 people
Sort badges and wristbands
2 people
Prepare stand numbers
2 people
Confirm deliveries
Check escape routes
2 people
Prepare registration table
2 people
Receive materials
3 people
Label materials by booth
3 people
Chill drinks
2 people
Lay out presentation materials
2 people
Charge equipment

Event

Open venue
2 people
Unload materials
4 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Hang up signage
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Prepare catering
3 people
Connect power supply
2 people
Tape down cables
2 people
Welcome exhibitors
3 people
Set up booths for use
6 people
Carry out opening check
2 people
Register visitors
4 people
Guide visitors around
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check sanitary facilities
Check stock
Support exhibitors
2 people
Inform last visitors
2 people
Have exhibitors dismantle their booths
4 people

Aftercare

Collect used materials
4 people
Stack tables and chairs
3 people
Wash dishes
3 people
Dispose of waste
2 people
Clean the venue
3 people
Check stand materials
2 people
Gather borrowed items
2 people
Return materials
3 people
Send Exhibitor Materials Afterward

What to bring

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

Furniture

Tablesqty 20
Chairsqty 60
High tablesqty 6
Display countersqty 12
Coat racksqty 2
Waste binsqty 8

Equipment

Laptopqty 2
Tabletsqty 3
Label printer
Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 10
USB chargersqty 6
Flashlightsqty 4

Decorations

Trade show bannerqty 2
Display wallsqty 12
Booth numbersqty 30
Directional signsqty 12
Logo panelsqty 20
Tableclothsqty 20
Pen holdersqty 20

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 8

Kitchen

Coffee thermosesqty 6
Water jugsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Small bowlsqty 20
Serving spoonsqty 6

Registration

Clipboardsqty 6
Badge holdersqty 220
Wristbandsqty 220
Cash drawersqty 2
Pen setsqty 20
Information binsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Work glovesqty 12
Warning tapeqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning carts

Catering

Groceries

Tips

Set a registration deadline at least 2–3 weeks before the fair. Use the submitted details to confirm dietary requirements, collect exhibitor logos and assess power needs before assigning booth locations.
Create the trade show floor plan after checking table sizes, display counters, high tables and required walkways. Leave clear access to escape routes and label every booth before exhibitors arrive.
Send the exhibitor manual at least 7 days in advance. Include arrival and unloading instructions, booth numbers, power arrangements, registration details and the deadline for missing information.
Confirm catering quantities from the final exhibitor and visitor estimate 3–5 days before the event. Chill drinks in advance and check that coffee machines, kettles, cups, plates and cutlery are ready at the service point.
Prepare registration materials in separate groups by booth or attendee type. Sort badges and wristbands, label received materials, test tablets and the label printer, and place directional signs before doors open.

Frequently asked questions

How early should I invite exhibitors to a metal fair?: Send the first invitations 6–8 weeks before the fair if possible. Set a registration deadline 2–3 weeks before the event so you still have time to process applications, assign pitches and finalise the floor plan.
When should I make the metal fair floor plan?: Create a first floor plan as soon as you know the room dimensions and basic booth requirements. Finalise it 10–14 days before the fair, then update it after the registration deadline and send the confirmed version with booth numbers.
How do I plan power for metal fair exhibitors?: Ask each exhibitor what equipment they will bring and whether it needs continuous power at least 2 weeks before the event. Mark power points and cable routes on the floor plan, and prepare power strips, extension cords and cable mats before setup.
What should I check the day before a metal fair?: Confirm deliveries, receive and label materials, prepare the registration table, chill drinks and lay out presentation materials. Also check booth numbers, signage, badges, tablets, chargers and all escape routes before the venue closes.

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.