Photography Fair Checklist

A photography fair needs more than booked booths and a guest list. You must coordinate exhibitor registrations, stand dimensions, technical requirements, visitor access, catering and printed materials without letting late changes disrupt the floor plan. Start with the venue and layout, then confirm exhibitors and the programme before opening visitor registration. This checklist covers the practical sequence, including equipment checks that are easy to leave until the final week.

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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

Record the trade fair concept
2 people
Reserve venue
Prepare the layout
2 people
Invite exhibitors
2 people
Open the registration form
Process exhibitor registrations
2 people
Attach stand dimensions
Compile program
2 people
Write promotional copy
Promote the event
2 people
Process visitor registrations
2 people
Collect dietary requirements
Order catering
Reserve rental equipment
Send exhibitor information
Gather technical requirements
2 people
Create the final stand layout
2 people
Assign exhibitor numbers
Design name badges
Check the visitor route
2 people
Design signage
Print the program
Print stand numbers
Print exhibitor list
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Prepare badges
2 people
Assemble information folders
2 people
Charge equipment
2 people
Set out the booth packages
2 people
Store catering chilled
2 people
Pick up venue keys
Clear the loading area
2 people
Unload furniture
4 people
Set up exhibition walls
4 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Set up signage
2 people
Connect power points
2 people
Cover cables safely
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee station
2 people
Display information materials
2 people
Welcome exhibitors
3 people
Direct exhibitors to their booths
2 people
Test equipment at each booth
3 people
Light the photo exhibition
2 people

Event

Staff the registration table
2 people
Hand out visitor badges
2 people
Provide visitor information
2 people
Process photo contest registrations
2 people
Facilitate presentations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets
Keep the public area tidy
2 people
Inform last visitors
2 people
Check out exhibitors
2 people

Aftercare

Switch off equipment
2 people
Store catering securely
2 people
Collect tableware
3 people
Dismantle stand materials
4 people
Collect furniture
4 people
Remove signage
2 people
Remove decorations
2 people
Roll up cables
2 people
Wash dishes
3 people
Sort waste
2 people
Clean the venue
3 people
Count inventory
Register lost and found items
Return rental items
2 people
Process leftover catering
2 people
Send exhibitor photos
Send visitor thank-you gifts
Publish photos online
Check invoices

What to bring

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

Furniture

Trade show boothsqty 30
Tablesqty 36
Chairsqty 90
Registration desk
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 2
Waste binsqty 10
Brochure racksqty 6
Presentation tablesqty 3

Equipment

Laptopqty 2
Printersqty 2
Payment terminalsqty 3
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 20
Cable traysqty 20
USB chargersqty 8
Memory card readersqty 4
Headphonesqty 4
Photo lightsqty 8
Light standsqty 8
Laptop tablesqty 2
Hand trucksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Knivesqty 120
Forksqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Decorations

Stand number signsqty 30
Roll-up bannersqty 4
Photo panelsqty 12
Clipboardsqty 30
Directional signsqty 12
Sticky tackqty 10
Painter's tapeqty 12
Tableclothsqty 8
Cable tiesqty 200
Pensqty 40
Notepadsqty 20
Badge holdersqty 300
Wristbandsqty 300

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Refrigeratorsqty 2
Serving traysqty 8
Food containersqty 12
Serving spoonsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Hand sanitizer dispensersqty 6
First aid kit

Catering

Groceries

Tips

Reserve the venue before confirming exhibitors, because the available floor area determines booth sizes, tables, visitor routes and the number of registration points you can provide.
Ask exhibitors for stand dimensions and technical requirements when they register. Confirm power, projection, audio, lighting and laptop needs early enough to update the final stand layout before printing numbers and signage.
Open visitor registration only after the programme and exhibitor information are stable. Collect dietary requirements during registration so catering numbers can be adjusted before the order deadline.
Walk the visitor route with the final layout in hand at least one day before opening. Check that stand numbers, exhibitor lists, programme copies and directional signs match what visitors will see on site.
Test the registration desk, printers, payment terminals, projector, microphones, speakers and extension leads before exhibitors arrive. Also check practical items such as cable trays, chargers, memory card readers, headphones and hand trucks.

Frequently asked questions

How far in advance should I organise a photography fair?: Start planning at least 12 weeks before the fair. Book the venue first, then allow several weeks for exhibitor registration, layout changes, programme production and promotion.
When should exhibitors confirm their stand requirements?: Collect stand dimensions and technical requirements during registration, ideally no later than 6 weeks before opening. Freeze the final layout about 2 weeks before the event so stand numbers and signage can be printed accurately.
How many drinks should I order for a photography fair?: For the first hour, plan on 2 to 3 drinks per visitor if refreshments are included, then about 1 drink per person for each additional hour. Add a small buffer once the final visitor registrations are known.
When should I print the photography fair programme and exhibitor list?: Print the programme, exhibitor list, stand numbers and badges after the final layout and programme have been approved. Aim to complete printing at least 3 to 5 working days before opening, leaving time to correct errors.

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.