Outdoor trade show checklist: what to arrange and when

An outdoor trade show needs more than exhibitors and stands. You must secure the site, permits, power, toilets and waste collection before you invite visitors, then turn the layout into clear stand numbers and arrival information. This checklist also covers catering, registrations, supplier confirmations and a backup weather plan. Work through the arrangements in order so that missing infrastructure does not become a last-minute problem.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and opening hours
2 people
Reserve venue
Apply for permits
Reserve power supply
Reserve toilet facilities
Arrange waste collection
Check insurance
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send exhibitor information
2 people
Create the booth layout
2 people
Assign stand numbers
2 people
Check supplier confirmations
Order catering
2 people
Order drinks
Post promotion online
2 people
Publish the map
Send parking information
Check the weather forecast
Prepare the backup weather plan
2 people
Do the shopping
2 people
Collect materials
3 people
Prepare registration table
2 people
Reconfirm exhibitors
2 people
Inspect the site
2 people
Check power outlets
2 people
Check toilets
Build party tents
4 people
Set up exhibition walls
4 people
Set up tables and chairs
4 people
Lay out power cables
2 people
Install lighting
2 people
Put up signs and signage
2 people
Mark parking route
2 people
Set up registration desk
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Test the cash register and card terminal
2 people
Conduct a safety check
2 people

Event

Welcome visitors
4 people
Register visitors
3 people
Staff the information desk
2 people
Support exhibitors
2 people
Serve catering
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Keep the grounds clean
2 people
Check toilets
Check the lighting
Inform last visitors
2 people
See visitors out
3 people
Have exhibitors dismantle their booths
3 people
Collect lost and found items

Aftercare

Cool catering leftovers
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle booth materials
4 people
Take down party tents
4 people
Remove lighting and cables
2 people
Remove signs and fences
3 people
Collect waste
3 people
Clean the grounds
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Hand over the venue
2 people
Check unpaid invoices
Send follow-up messages to exhibitors
Handle lost and found

What to bring

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

Furniture

Party tentsqty 6
Display wallsqty 24
Tablesqty 24
Folding chairsqty 80
Beer tablesqty 10
Bar stoolsqty 12
Clothes racksqty 8
Crowd control barriersqty 20
Parasol basesqty 8

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitchersqty 8

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Card machinesqty 2
Extension cordsqty 12
Cable reelsqty 6
Power stripsqty 12
Flashlightsqty 6
Walkie-talkiesqty 6
Handheld megaphonesqty 2
Garment steamer

Lighting

LED string lightsqty 12
LED work lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 12
Fair countersqty 6
Tableclothsqty 24
Stand number signsqty 24
Directional signsqty 20
Welcome sign
Info boardsqty 6
Adhesive hooksqty 100
Cable tiesqty 200

Registration

Registration desksqty 2
Name badgesqty 250
Lanyardsqty 250
Markersqty 20
Clipboardsqty 6
Wristbandsqty 300
Cash boxesqty 2

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 12
Rubber cable matsqty 12
Work glovesqty 12
Flashlightsqty 6

Cleaning

Broom setsqty 4
Trash binsqty 16
Hand sanitizer stationsqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date, opening hours and venue, then apply for permits and check insurance before confirming exhibitors. Allow at least several weeks for approvals, especially if the site needs temporary structures or public access.
Confirm power, toilets and waste collection before publishing the exhibitor invitation. Outdoor stands may need cable reels, extension cords and power strips, while coffee machines, kettles and card machines should be assigned to a safe power supply.
Create the booth layout only after you know the exhibitor list. Assign stand numbers, publish the map and send parking information together so visitors and suppliers receive one consistent version of the site plan.
Set a registration deadline and collect dietary requirements at the same time. Order catering and drinks from the final numbers, then allow extra reusable cups, plates and cutlery for staff, exhibitors and visitors who stay longer than planned.
Check the weather forecast several days before opening and activate the backup plan early if needed. Party tents, barriers, LED work lights, flashlights and walkie-talkies should be checked before setup, not when the first exhibitor arrives.

Frequently asked questions

How far in advance should I plan an outdoor trade show?: Start venue, permit, insurance and supplier arrangements at least 8 to 12 weeks before the event. Send exhibitor invitations once the site, opening hours and basic infrastructure are confirmed.
When should I finalise the outdoor trade show layout?: Finalise stand positions and numbers after the exhibitor list closes, normally 2 to 3 weeks before the show. Publish the map and parking instructions as soon as the layout is stable.
How much catering should I order for an outdoor trade show?: Base the order on confirmed registrations and add food for staff and exhibitors. Finalise dietary requirements 7 to 10 days beforehand, then confirm the final catering and drinks quantities with the supplier.
What should I do if rain is forecast for the trade show?: Review the forecast 5 to 7 days before opening and decide whether to use the backup weather plan. Check party tents, lighting, power protection, walkie-talkies and barriers at least one day before setup.

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.