Music Industry Fair checklist: what to arrange and when

A Music Industry Fair needs more than exhibitor tables and a published programme. You need a clear timeline for recruiting exhibitors, collecting registrations, planning the booth layout, arranging demonstrations and preparing visitor access. Start with the venue, date and exhibitor list, then move to invitations, catering, equipment and badges. In the final week, confirm deliveries, technical requirements, parking information and escape routes so the registration desk can open without last-minute searching.

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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 fair date and location
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Publish registration form
Distribute promotional materials
2 people
Process exhibitor registrations
2 people
Collect dietary requirements
Create the booth layout
2 people
Send the exhibitor briefing
2 people
Book catering
Reserve furniture
Reserve technical and demo equipment
2 people
Check permits and house rules
Reserve security and supervision
Publish program and demos
2 people
Invite the press and trade media
2 people
Check badge details
2 people
Prepare name badges
2 people
Send route and parking information
Check stock and deliveries
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Check the venue and escape routes
2 people
Set up the registration desk
3 people
Mark out booth space
3 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Hang up signage
2 people
Set up decorations and banners
3 people
Connect demo equipment
4 people
Test microphones and speakers
2 people
Check the lighting
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out badges and program
2 people
Check toilets and waste points
2 people
Welcome exhibitors
3 people
Carry out booth checks
3 people
Hold team briefing
6 people

Event

Open the doors
3 people
Register visitors
4 people
Issue badges
3 people
Assist exhibitors
3 people
Direct visitors to booths
2 people
Provide technical support for demos
3 people
Announce program items
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty waste stations
2 people
Check toilets periodically
Welcome press and media
2 people
Collect lead contact details
2 people
Answer visitor questions
2 people
Register lost property
Escort the last visitors
3 people
Close doors
2 people

Aftercare

Have exhibitors unload
4 people
Turn Off Demo Equipment
3 people
Pack leftover catering
2 people
Collect tableware
3 people
Dispose of waste
3 people
Dismantle tables and chairs
4 people
Remove banners and decorations
3 people
Clean the venue
4 people
Clean the floor and sanitary areas
3 people
Return materials
3 people
Return rented equipment
2 people
Remove empty packaging
2 people
Hand over lost and found items
Send thank-you messages
2 people
Check invoices and deposit

What to bring

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

Furniture

Trade fair tablesqty 30
Folding chairsqty 80
Bar stoolsqty 20
Registration desksqty 3
Lounge sofasqty 6
Lounge tablesqty 6
Clothes racksqty 4
Waste binsqty 12

Equipment

Laptop for registrationqty 3
Badge printersqty 2
Barcode scannersqty 3
Screensqty 8
Projectorsqty 3
Projection screensqty 3
Speakersqty 6
Microphonesqty 4
Mixing consolesqty 2
DI boxesqty 6
Headphonesqty 12
Music standsqty 8
Power stripsqty 30
Extension cordsqty 24
HDMI cablesqty 12
Audio cablesqty 20
USB cablesqty 20
Cable traysqty 20
Cable tiesqty 200
Presentation clickersqty 4
Mobile chargersqty 8
Wi-Fi boostersqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Serving plattersqty 20
Serving trays with lidsqty 8

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Ice cube traysqty 8
Buffet tableclothsqty 12
Serving boardsqty 12
Bottle openersqty 6
Corkscrewsqty 4

Decorations

Trade show bannersqty 8
Backdropsqty 20
Directional signsqty 16
Program standsqty 8
Name badge holdersqty 40
Tableclothsqty 30
Plantsqty 20
Badge holdersqty 1000
Lanyardsqty 1000

Lighting

LED spotlightsqty 16
Mood lightingqty 12
Battery lampsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Food containersqty 12
Serving utensilsqty 16

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Toilet brushesqty 4
Trash grabbersqty 3
Trash bag holdersqty 12

Organization

Clipboardsqty 12
Pensqty 100
Permanent markersqty 24
Notepadsqty 40
Rolls of tapeqty 12
Double-sided tapeqty 8
Scissor setsqty 6
Staplersqty 4
Staplesqty 8
Badge holdersqty 1000
Wristbandsqty 300
Emergency contact cardsqty 50

Groceries

Groceries

Tips

Set the date and location before inviting exhibitors, then allow at least 6–8 weeks for registrations, booth planning and visitor promotion. Keep the exhibitor list updated as confirmations arrive.
Ask exhibitors for dietary requirements and technical needs when they register, not during setup. Demonstrations may require screens, projectors, microphones, mixing consoles, DI boxes or headphones.
Create the booth layout before reserving furniture. Count trade fair tables, chairs, bar stools, lounge furniture and registration desks against the floor plan, leaving clear visitor routes and access to escape routes.
Send the exhibitor briefing at least 7 days before the fair. Include arrival times, parking and route information, booth dimensions, badge details, Wi-Fi expectations and what exhibitors must bring themselves.
Check stock and deliveries the day before setup, including power strips, extension cords, HDMI and audio cables, cable trays and cable ties. Test registration laptops, badge printers and barcode scanners before visitors arrive.

Frequently asked questions

How far in advance should I organise a Music Industry Fair?: Begin planning at least 8–12 weeks before the fair. Set the date and venue first, then allow 6–8 weeks to invite exhibitors, open visitor registration and publish the programme.
When should exhibitors receive the briefing?: Send the exhibitor briefing no later than 7 days before the event, and send a final reminder 24–48 hours before setup. Include arrival, parking, booth, badge and technical information.
What equipment is needed for a Music Industry Fair?: Allow for registration equipment, screens or projectors, speakers, microphones and the cables needed for each demonstration. Confirm every exhibitor’s setup at least 7 days in advance so you can arrange power strips, extension cords and cable management.
When should I prepare name badges and registration?: Check badge details 3–5 days before the fair and print the badges before setup day where possible. Test the registration laptop, badge printer and barcode scanners at least 2 hours before doors open.

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