Organic Fair Checklist and Planning Guide

An organic fair needs more than a list of exhibitors and tables. You need enough lead time for registrations, speaker confirmations, permits, catering and a workable floor plan. Start by fixing the date and venue, then build the exhibitor and visitor information around those decisions. In the final week, check power, presentation equipment, signage, dietary requirements and transport so the venue is ready before the first visitor arrives.

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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
Publish registration form
Send invitations
2 people
Post fair information online
Process registrations
Collect dietary requirements
Create the lecture program
2 people
Confirm speakers
Make venue reservations
Book catering
Check permits and notifications
Create Trade Show Floor Plan
2 people
Assign stand numbers
Send booth information
Schedule volunteers
2 people
Prepare visitor registration
Make name badges
2 people
Distribute lecture promotion
Have printed materials made
Check the shopping list
2 people
Do the shopping
3 people
Prepare catering
3 people
Bring materials to the venue
4 people
Open venue
2 people
Clear the loading and unloading area
2 people
Set up tables and chairs
5 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Set up the information desk
2 people
Set up registration desk
2 people
Set up the lecture room
3 people
Test the projector and screen
2 people
Test sound system
2 people
Check the lighting
2 people
Hang decorations and signage
3 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Hand out exhibitor materials
2 people
Set out coffee and tea
2 people
Set out snacks and lunch
3 people
Place waste stations
2 people
Check toilets
Brief volunteers
2 people

Event

Open the doors
2 people
Register visitors
3 people
Explain the program
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill buffet
2 people
Collect tableware
2 people
Separate waste
2 people
Host Talk on Organic Farming
2 people
Lead a lecture on sustainable nutrition
2 people
Moderate the panel discussion
2 people
Pass around the microphone
Capture photo moments
First aid for minor incidents
2 people
Guide visitors to the exit
2 people
Check out exhibitors
2 people
Close doors
2 people

Aftercare

Remove food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
5 people
Dismantle stand materials
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Pack equipment
2 people
Return materials
3 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message to exhibitors
Follow up on visitor information

What to bring

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

Furniture

Trade fair tablesqty 24
Folding chairsqty 80
Information desk
Lecture tablesqty 4
Coat racksqty 2
Bollardsqty 8
Display wallsqty 16
Clothes hangersqty 80

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 20
Serving spoonsqty 12
Coffee spoonsqty 100

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2

Lighting

LED string lightsqty 8
LED work lightsqty 6
Batteriesqty 24

Decorations

Organic trade show bannersqty 4
Route signsqty 12
Directional signsqty 12
Tableclothsqty 28
Chalkboardsqty 10
Plantsqty 24
Buntingqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Pitchersqty 8
Serving utensilsqty 16
Cooling platesqty 8
Food containersqty 16
Kitchen scalesqty 2

Cleaning

Waste binsqty 12
Waste sorting binsqty 6
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand sanitizer dispensersqty 6

Catering

Groceries

Registration

Visitor badgesqty 250
Exhibitor badgesqty 50
Badge holdersqty 300
Wristbandsqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 10
Cash box
Payment terminalqty 2

Printed materials

Program leafletsqty 300
Floor plansqty 300
Lecture cardsqty 250
Exhibitor badgesqty 50
Evaluation formsqty 200
A4 information boardsqty 40

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 8
Flashlightsqty 4
Nitrile glovesqty 4
Warning signsqty 6

Tools

Cordless drill driversqty 2
Hammersqty 2
Screwdriver setsqty 2
Measuring tapesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Padlocksqty 6
Transport cartsqty 3

Tips

Set the date and venue before inviting exhibitors. Aim to have the registration form and basic fair information online at least 8 to 12 weeks before the event, so exhibitors have time to respond and you can process registrations in stages.
Create the floor plan after you know the exhibitor list, not before. Allow space for the information desk, lecture area, coat racks, visitor routes and clear access between trade fair tables; send each exhibitor their stand number and booth information at least 2 weeks ahead.
Confirm the lecture programme and speakers no later than 4 weeks before the fair. This gives you time to promote the talks, prepare the projector, screen, microphones and speakers, and avoid publishing a programme that may still change.
Collect dietary requirements with registration and give the final numbers to catering several days before the event. Check that coffee machines, kettles, coolers, reusable glasses, cups, plates and cutlery are available before shopping and preparing the catering.
Do a venue and equipment check 1 to 2 days before opening. Test extension cords, power strips, charging stations, LED work lights and presentation equipment, then place route signs, banners, name badges and visitor registration materials where volunteers can find them quickly.

Frequently asked questions

How far in advance should I organise an organic fair?: Start planning at least 3 months ahead. Fix the date and venue first, then allow 8 to 12 weeks for exhibitor invitations and registrations, with the lecture programme and catering confirmed about 4 weeks before the fair.
When should I invite exhibitors to an organic fair?: Invite exhibitors as soon as the date and location are confirmed, ideally 8 to 12 weeks before the event. Keep registration open long enough to compile the exhibitor list, collect dietary requirements and create the final stand allocation.
What should I check at the venue before an organic fair?: Check the floor plan, entrances, visitor routes, power points, lighting and lecture setup at least 1 to 2 days beforehand. Test the projector, screen, wireless microphones and speakers, and confirm that tables, chairs, signs and catering equipment are on site.
How many volunteers do I need for an organic fair?: Plan separate coverage for visitor registration, the information desk, lecture support and room or exhibitor assistance. As a starting point, schedule at least 1 volunteer per active role at a time, and create shifts of 2 to 3 hours so no one covers the full day.

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.