Mobility fair checklist: what to arrange and when

A mobility fair needs more than confirmed exhibitors and a row of tables. You need a clear floor plan, reliable registration process, working presentation equipment and signs that guide visitors from the entrance to each pitch. This checklist puts the work in a practical order, from confirming the date and contacting organizations to testing equipment and setting up the registration desk. It also highlights details that are often left until the last day, such as dietary requirements, parking information and exhibitor materials.

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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
Reach out to participating organizations
2 people
Register exhibitors
2 people
Create the trade fair layout
2 people
Assign pitch locations
2 people
Compile program
2 people
Open the registration form
Send invitations
2 people
Post fair information online
Process registrations
Collect dietary requirements
Distribute parking information
Confirm reservations
Prepare name badges
2 people
Print route signs
Collect stand materials
2 people
Do the shopping
2 people
Test the equipment
2 people
Print exhibitor list

Event

Prepare the registration desk
2 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Place sign markers
2 people
Hang route signs
2 people
Set out presentation materials
3 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the lighting and power
2 people
Brief the registration team
2 people
Welcome exhibitors
3 people
Welcome visitors
3 people
Register visitors
3 people
Hand out program brochures
2 people
Support exhibitors
2 people
Staff the information desk
2 people
Guide mobility demos
2 people
Announce presentations
Guide the presentation area
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Check stock
Inform last visitors
2 people
Check out exhibitors
2 people
See visitors out
2 people

Aftercare

Dismantle exhibition materials
6 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Collect tableware
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed materials
2 people
Thank exhibitors
Collect expenses
Store leftovers
2 people
Send follow-up message to visitors

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 8
Registration desk
Brochure racksqty 6
Clothes racksqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Printersqty 2
Presentation screen
Laptop speakersqty 2
Extension cordsqty 12
Power stripsqty 10
Charging stationsqty 3
Cable reelsqty 3
Tool casesqty 2

Lighting

LED lampsqty 10
Desk lampsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Pliersqty 4
Scissorsqty 8
Cutting boardsqty 3
Knivesqty 4

Decorations

Tableclothsqty 18
Backdrop clothsqty 12
Buntingqty 10
Plantsqty 12
Directional signsqty 12
Name badge holdersqty 30
Clipboardsqty 20
Bollardsqty 12
Barrier tapeqty 4
Notice boardsqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue and date before inviting organizations, then allow enough time to register exhibitors and process their details before assigning pitch locations. Late changes make the floor plan, badges and exhibitor list harder to finalize.
Build the layout around the actual furniture and equipment: tables, chairs, high tables, brochure racks and presentation screens all need room for visitors to move safely. Mark each pitch clearly so exhibitors can set up without repeated questions.
Open registration before sending invitations and collect dietary requirements in the same form. Close or review registrations at least several days before the fair so badges, catering quantities and the exhibitor list are not based on guesses.
Test every laptop, tablet, printer, screen, speaker and charging station before setup day. Check extension cords, power strips and cable reels as well, because a working presentation can still fail if the nearest socket is too far away.
Prepare route signs, name badges and stand materials before the venue opens. Set up the registration desk first, then place sign markers and build the exhibitor stands; this gives arriving staff a clear place to check in and keeps walkways free.

Frequently asked questions

How far in advance should I organize a mobility fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and location first, then contact participating organizations, open registration and leave the final 1 to 2 weeks for layout, badges, signage and equipment checks.
When should I send mobility fair invitations?: Send invitations as soon as the date, location and basic program are confirmed, ideally 6 to 8 weeks in advance. Set a registration deadline at least 10 days before the fair so you can process registrations and assign pitch locations.
What equipment do I need for a mobility fair?: Plan for the number of exhibitors and presentations rather than using one shared setup by default. Common requirements include laptops or tablets, a printer, presentation screen, speakers, charging stations, power strips, extension cords and cable reels; test everything at least 1 day before setup.
When should I set up the mobility fair venue?: Allow at least 3 to 4 hours for furniture, exhibitor stands, route signs, presentation materials and the registration desk. Put out signs and test the final equipment before exhibitors arrive, preferably 60 to 90 minutes before opening.

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