Mortgage fair checklist: what to arrange and when

A mortgage fair needs more than confirmed exhibitors and a programme. You also have to manage visitor registration, dietary requirements, booth layouts, presentations, catering, signage and the registration desk. Start with the venue, date and exhibitor list, then move to visitor communication and operational details. This checklist helps you work through the planning in the right order, including the small items that are often left until the final day.

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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
Invite exhibitors
2 people
Confirm speakers
Compile program
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the booth layout
2 people
Order catering
Reserve equipment
Create parking information
Design signage
Prepare name badges
2 people
Print the visitor list
Inform exhibitors
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare documents

Event

Open venue
2 people
Receive deliveries
2 people
Set up standing tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the seminar room
3 people
Connect presentations
2 people
Test microphones
2 people
Distribute stand materials
2 people
Hang up signage
2 people
Build the catering buffet
3 people
Set out coffee and tea
2 people
Brief the registration team
2 people
Welcome exhibitors
3 people
Do final safety check
2 people
Open the doors
3 people
Register visitors
4 people
Hand out name badges
2 people
Direct visitors to booths
2 people
Hand out information
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Announce the seminar
Assist the speaker
Moderate the Q&A
Announce second seminar
Assist second speaker
Reset seminar room
2 people
Collect contact details
2 people
Incident reporting
Inform last visitors
2 people
Wave goodbye to visitors
3 people
Check out exhibitors
2 people

Aftercare

Switch off equipment
2 people
Collect stand materials
4 people
Dismantle tables and chairs
4 people
Chill leftover catering
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Remove signage
2 people
Return rental items
2 people
Call Exhibitors Back
Archive attendance list
Process lost and found items

What to bring

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

Furniture

Standing tablesqty 20
Visitor chairsqty 120
Bar stoolsqty 12
Registration deskqty 2
Lounge chairsqty 8
Clothes racksqty 2
Waste binsqty 8
Brochure racksqty 12
Coolersqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Wi-Fi router
Presentation clickerqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Small bowlsqty 12
Pliersqty 8

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150

Decorations

Backdropsqty 20
Tableclothsqty 24
Name badgesqty 150
Name badge holdersqty 150
Directional signsqty 16
Program standsqty 6
Ballpoint pensqty 80
Notepadsqty 80
Clipboardsqty 8
Rolls of tapeqty 10
Scissorsqty 6
Cable tiesqty 100
Table numbersqty 20

Lighting

LED lampsqty 12
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date and venue before inviting exhibitors, then allow enough time to collect speaker confirmations and build a complete programme. A fixed programme makes invitations and registration details more reliable.
Open visitor registration as soon as the exhibitor and speaker line-up is stable. Set a clear closing time for registrations so you can print the visitor list, prepare name badges and pass dietary requirements to catering.
Create the booth layout before ordering furniture or printing signage. Check that every exhibitor has enough space and that the registration desk, standing tables, chairs, brochure racks and presentation area do not block visitor flow.
Test every presentation and registration device at the venue, including laptops, screens, microphones, speakers, the projector, Wi-Fi, extension cords and power strips. Do this before the event day rather than discovering a missing cable during the first session.
Schedule setup with enough time to receive deliveries, arrange chairs and tables, prepare the registration desk, chill drinks and place documents. Keep a final check for exhibitor materials, badges, signage, catering and working equipment before doors open.

Frequently asked questions

How far in advance should I organise a mortgage fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the venue, exhibitors and speakers first, then allow several weeks for invitations, registrations, catering and equipment checks.
When should registration close for a mortgage fair?: Close registration 2 to 3 working days before the event if you need a printed visitor list and name badges. Use the final numbers to confirm catering, seating and dietary requirements.
How much time do I need to set up a mortgage fair venue?: Allow at least 3 hours for setup when you need to receive deliveries, arrange furniture, prepare the registration desk and test presentation equipment. Add more time if exhibitors set up their own booths.
What equipment should I test before a mortgage fair?: Test laptops, screens, the projector, projection screen, microphones, speakers, Wi-Fi, extension cords, power strips and charging stations at least 1 day beforehand. Check again after setup, because moving equipment can disconnect cables or affect the sound.

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.