Packaging trade fair checklist

Organising a packaging trade fair means coordinating exhibitors, visitor registration, stand layouts, presentations and practical venue details at the same time. Start by fixing the date, room layout and exhibitor list, then move through invitations, registrations and stand assignments. In the final week, focus on printed information, badges, signage, catering, power and presentation equipment. This checklist gives you a clear order for the 73 planning tasks and helps prevent details such as parking instructions, dietary requirements and extension cords from being left until the last minute.

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 the trade fair date and times
2 people
Confirm the venue and room layout
2 people
Compile exhibitor list
2 people
Send invitations
2 people
Publish registration form
Send exhibitor terms and conditions
Process registrations
2 people
Collect dietary requirements
Assign exhibitor stands
2 people
Create the site map
2 people
Record booth numbers
Send parking information
Create visitor program
2 people
Plan presentations and demonstrations
2 people
Book catering
Reserve furniture
Reserve equipment
Design signage
Design name badges
Prepare visitor badges
2 people
Prepare exhibitor badges
Assemble information folders
2 people
Have the program printed
Print exhibitor information
Check the shopping list
2 people
Do the shopping
2 people
Store catering chilled
2 people
Prepare registration table
2 people
Set out materials for each booth
3 people
Leave the hall clean and empty
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang up stand numbers
2 people
Set up exhibitor tables
4 people
Display packaging examples
4 people
Test registration system
2 people
Test equipment and presentations
2 people
Set up coffee and drinks station
3 people
Set up signage
2 people
Lay out the information materials
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Register visitors
4 people
Hand out badges
2 people
Distribute programs
2 people
Direct visitors to booths
2 people
Guide demonstrations
2 people
Announce presentations
Run the presentation area
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Restock the stands
2 people
Collect visitors' contact details
2 people
Final round past exhibitors
2 people
Guide visitors to the exit
2 people
Check out exhibitors
2 people

Aftercare

Take down packaging materials
4 people
Dismantle booth walls
4 people
Collect furniture
3 people
Wash dishes
3 people
Sort leftovers
2 people
Dispose of waste separately
2 people
Clean the hall and entrance
3 people
Check borrowed materials
2 people
Return borrowed materials
2 people
Store leftover materials
2 people
Send exhibitor thank-you notes
Send visitor follow-up
Check invoices and deposit
Handle lost and found

What to bring

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

Furniture

Exhibition tablesqty 24
High tablesqty 8
Visitor chairsqty 80
Exhibitor chairsqty 48
Registration desk
Buffet tablesqty 4
Coat racksqty 3
Waste binsqty 10
Display wallsqty 24
Table linenqty 30

Equipment

Laptopsqty 3
Tabletsqty 4
Projector
Projection screen
Presentation laptop
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 12
Power stripsqty 16
USB chargersqty 8
Label printer
Barcode scannersqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Storage binsqty 12
Ice packsqty 20

Decorations

Company bannersqty 12
Plantsqty 12
Table décorqty 12
Fabric backdropsqty 12
Display racksqty 24
Brochure holdersqty 30
Product standsqty 30

Lighting

LED spotlightsqty 16
Desk lampsqty 12
Extension leads for lightsqty 8

Catering

Groceries

Registration

Visitor badgesqty 200
Exhibitor badgesqty 60
Badge holdersqty 260
Lanyardsqty 260
Clipboardsqty 8
Ballpoint pensqty 40
Registration formsqty 250
Name stickersqty 250

Communication

Walkie-talkiesqty 8
Phone chargersqty 6
Notepadsqty 20
Information brochuresqty 250
Exhibitor foldersqty 30
Program leafletsqty 250
Business card holdersqty 24

Signage

Entrance signsqty 3
Stand number signsqty 24
Directional signsqty 12
Toilet signsqty 4
Exit signsqty 4
Conesqty 12

Presentation

Flip chartsqty 3
Flip chart paperqty 6
Whiteboard markersqty 12
Laser pointersqty 2
Click remotesqty 2

Packaging materials

Cardboard boxesqty 40
Corrugated cardboard sheetsqty 20
Paper bagsqty 100
Kraft bagsqty 100
Cardboard tubesqty 30
Paper wrappersqty 100
Gift ribbonqty 10
Rope rollsqty 6
Paper filling materialqty 10
Bubble wrapqty 4
Shipping labelsqty 200
Pallet wrapqty 2

Tools

Scissorsqty 12
Utility knivesqty 8
Measuring tapesqty 4
Glue gunsqty 4
Staple gunsqty 4
Hammerqty 2
Screwdriver setsqty 2
Cable tiesqty 200
Cable tiesqty 200
Gaffer tapeqty 8
Sticky tackqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Trash binsqty 10
Litter pickersqty 2
Paper towelsqty 12

Storage

Plastic cratesqty 20
Storage binsqty 12
Cover sheetsqty 8
Transport cartsqty 4

Tips

Confirm the room layout before assigning stands. Mark exhibition tables, display walls, registration desks, catering areas and presentation seating on the site map, then record every booth number in one master document.
Open visitor registration early enough to process responses before stand assignments are final. Collect dietary requirements during registration and send exhibitors their terms and conditions before confirming their place.
Plan the visitor programme around the presentation and demonstration schedule. Test the presentation laptop, projector, screen, speakers and wireless microphones at least one day before the fair, not when visitors are arriving.
Prepare badges and printed information in separate groups for visitors and exhibitors. Print the programme, exhibitor information and site map after the final booth numbers and session times have been checked.
Check venue logistics during the final week: parking information, coat racks, waste bins, furniture, catering tables and power access. Count extension cords, power strips and USB chargers against the actual stand and equipment layout.

Frequently asked questions

How far in advance should I organise a packaging trade fair?: Start planning at least 12 weeks before the fair so there is time to confirm the venue, recruit exhibitors, publish registration and arrange furniture and equipment. Freeze the site map and programme about 7 days before opening.
When should exhibitor stands be assigned?: Assign stands after you have processed the main registrations and confirmed the room layout, usually 3 to 4 weeks before the event. Send each exhibitor their booth number, parking information and terms and conditions as soon as the assignment is final.
How many badges and information folders should I prepare?: Prepare one badge for every confirmed visitor and exhibitor, plus around 5% spare badges for corrections and late registrations. Print information folders and exhibitor information after the final programme and site map are approved, ideally 3 to 5 days before the fair.
When should I test the trade fair presentation equipment?: Test the projector, screen, presentation laptop, speakers and wireless microphones at least 24 hours before the first presentation. Also check extension cords, power strips and USB chargers at every stand before exhibitors begin 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.