Model Exhibition Checklist

A model exhibition needs more than display tables and finished models. You must coordinate exhibitors, registrations, booth assignments, judging, visitor flow and practical equipment before opening day. Start with the date, programme and registration process, then move to the floor plan, exhibitor information and volunteer schedule. In the final week, check every display surface, sign, power connection and protective cover so exhibitors can set up without delays.

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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 date and program
2 people
Draft participant terms and conditions
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Assign exhibitors
2 people
Confirm reservations
Create a floor plan of the booths
2 people
Assign volunteers
2 people
Check insurance details
Send exhibitor information
Determine race categories
2 people
Confirm judges
Prepare prize categories
2 people
Make name badges
2 people
Print stand numbers
Print route signs
Print program flyers
2 people
Sort wristbands
Prepare prizes and certificates
2 people
Check exhibition materials
3 people
Test the lighting
2 people
Test sound equipment
2 people
Check the shopping list
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
Open venue
2 people
Check entrances and emergency exits
2 people
Set up tables and chairs
6 people
Apply stand numbers
3 people
Set up the exhibitor desk
2 people
Set up competition table
2 people
Set up the catering buffet
3 people
Hang lighting
3 people
Connect the sound system
2 people
Place route signs
2 people
Place waste bins
2 people
Set up the information table
2 people
Welcome exhibitors
4 people
Set up the models safely
6 people
Post model descriptions
3 people
Register competition models
2 people
Brief volunteers
2 people
Test the cash register and card terminal
2 people

Event

Open the public entrance
3 people
Register visitors
3 people
Collect entrance fees
2 people
Distribute program
2 people
Guide visitors around
3 people
Support exhibitors
2 people
Guide demonstrations
2 people
Staff the photo booth
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet clean
Check toilets
Empty trash bins
2 people
Provide jury briefing
2 people
Judge the competition
4 people
Announce the winners
2 people
Present prizes
3 people
Inform last visitors
2 people
Close the public entrance
2 people

Aftercare

Pack the models safely
6 people
Check out exhibitors
3 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Take down tables and chairs
5 people
Remove decorations
3 people
Disconnect equipment
2 people
Clean the venue
5 people
Collect lost and found items
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 45
Bar stoolsqty 6
Foldable tablesqty 4
Tableclothsqty 24
High tablesqty 4

Equipment

Laptopqty 2
Printer
Payment terminal
Cash drawer
Speakersqty 2
Microphone
Extension cordsqty 10
Power stripsqty 12
USB sticksqty 4
Paper shredder

Lighting

LED work lightsqty 8
Table lampsqty 12
String lightsqty 6
Cable matsqty 10

Exhibition

Display casesqty 6
Model standsqty 30
Barrier fencesqty 12
Acrylic sheetsqty 20
Model protective coversqty 20
Turntablesqty 8
Diorama boardsqty 20
Race numbersqty 40
Information signsqty 40
Rope barrierqty 8

Registration

Clipboardsqty 6
Name badgesqty 80
Wristbandsqty 250
Clipboard boardsqty 4
Pen setsqty 10
Cash box
Stampqty 2
Lanyardsqty 30

Decorations

Balloonsqty 100
Buntingqty 8
Directional signsqty 20
Roll-up bannersqty 3
Sticky tackqty 6
Painter's tapeqty 10
Double-sided tapeqty 6
Cable tiesqty 200

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bottle openersqty 3
Washing-up tubsqty 3
Thermos cupsqty 4

Cleaning

Broom setsqty 3
Floor mopsqty 3
Bucketsqty 4
Dustpan and brushqty 3
Cleaning cart
Microfiber clothsqty 20
Hand broomsqty 4

Safety

Cable rampsqty 8
Non-slip matsqty 12
Flashlightsqty 4
Work glovesqty 12
Safety scissorsqty 4

Transport

Transport cartsqty 4
Moving blanketsqty 20
Plastic containersqty 30
Ratchet strapsqty 12
Bubble wrapqty 4

Catering

Groceries

Tips

Set the date and publish the programme before opening registrations. Give exhibitors a clear closing date for applications, then allow at least 7 days to process registrations and assign booths.
Create the booth floor plan after confirming reservations, not before. Mark tables, display cases, barriers, aisles and power points, and leave enough space for visitors to stop without blocking the route.
Send exhibitor information at least 7 days before the exhibition. Include arrival and setup times, booth numbers, judging arrangements, payment details and any limits on display materials.
Prepare printed materials in one batch during the final week. Count programme flyers, name badges, stand numbers, route signs, information signs and wristbands against the confirmed participant and volunteer lists.
Test the practical setup before exhibitors arrive. Check the printer, payment terminal, microphone, speakers, extension cords, power strips, LED work lights and cable mats, and keep spare USB sticks available for programme files.

Frequently asked questions

How far in advance should I organise a model exhibition?: Start planning at least 8 to 12 weeks before the exhibition. Set the date and programme first, then allow time for registrations, booth assignments, judging, printing and equipment checks.
When should model exhibition registration close?: Close registration about 3 to 4 weeks before the event. This gives you enough time to process applications, collect dietary requirements, confirm reservations and create the booth floor plan.
How many tables do I need for a model exhibition?: Calculate tables from the confirmed booth assignments rather than estimating from visitor numbers. Finalise the layout at least 2 weeks before opening and add a small reserve if the venue allows it.
When should I send information to model exhibitors?: Send the exhibitor pack at least 7 days before setup. Include the booth number, arrival window, floor plan, judging details, contact information and any instructions for protective covers or display cases.

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