Police fair checklist: what to arrange and when

A police fair needs more than exhibitor invitations and a few tables. You need a clear registration process, a workable booth layout, reliable presentation equipment and a venue that is ready before visitors arrive. This checklist follows the practical order: confirm the date and location, register exhibitors, finalize the program and floor plan, then prepare catering, signage and equipment. It also covers details that are easy to leave until the last minute, such as dietary requirements, name badges, chilled drinks and power for screens or laptops.

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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

Confirm date and location
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Register exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Finalize booth layout
2 people
Create floor plan
Create the program
2 people
Make reservations
Order catering
Order drinks
Distribute promotional materials
2 people
Check visitor list
Prepare name badges
2 people
Send exhibitor information
Do the shopping
2 people
Check materials
2 people
Chill drinks
2 people
Prepare catering
3 people
Make route and parking signs
2 people
Open venue
2 people
Check floors and entrances
2 people
Set up tables and chairs
6 people
Set up booth walls
4 people
Hang up stand numbers
2 people
Set up booth materials
4 people
Set up registration desk
2 people
Set up signage
2 people
Hang up decorations
2 people
Check the lighting
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Prepare registration materials
2 people
Test the equipment
2 people
Place waste stations
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Distribute program
2 people
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Keep demo area clear
2 people
Set out presentation materials
2 people
Facilitate presentations
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
Support exhibitors
2 people
Inform last visitors
2 people
Check out exhibitors
3 people

Aftercare

Close cash register and registration
2 people
Store food and drinks safely
2 people
Remove decorations
3 people
Switch off equipment
2 people
Gather tables and chairs
5 people
Dismantle booth walls
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Count inventory
Return borrowed materials
2 people
Store leftover materials
2 people
Register lost property
Send thank-you message
Archive photos and documents

What to bring

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

Furniture

Tablesqty 24
Chairsqty 110
Registration desk
Bar stoolsqty 8
Display wallsqty 18
Clothes racksqty 4
Foldable tablesqty 6

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Laptopqty 2
Tabletsqty 3
Printersqty 2
Extension cordsqty 8
Power stripsqty 10
Screensqty 4
Projector
Projection screen
Microphonesqty 2
Laptop speakersqty 2
Power banksqty 6
Walkie-talkiesqty 6
Batteriesqty 24
Cable reelsqty 3

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 8
Serving jugsqty 6
Food warmersqty 4

Decorations

Police bannersqty 6
Dutch flagsqty 4
Tableclothsqty 24
Balloonsqty 100
Balloon pumpsqty 2
Plantsqty 8
Decorative barrier tapeqty 6

Lighting

LED lampsqty 8
String lightsqty 6
Light standsqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 30
Waste binsqty 12
Ashtraysqty 4

Catering

Groceries

Signage

Booth numbersqty 24
Program leafletsqty 250
Floor plansqty 250
Name badgesqty 100
Badge holdersqty 100
Wristbandsqty 250
Directional signsqty 20
Information boardsqty 12
Chalkboardsqty 6
Pensqty 40
Markersqty 20
Notepadsqty 20
Tapeqty 8
Scissorsqty 6
Cable tiesqty 200
Ropeqty 4
Laminating sleevesqty 100
Clipboardsqty 12
Brochure holdersqty 24
Registration formsqty 300
Feedback cardsqty 250
Police fair bannerqty 2
Changing room signqty 2
Toilet signsqty 6

Safety

Bollardsqty 20
Barrier tapeqty 6
Non-slip matsqty 8
Flashlightsqty 6
First aid bagsqty 2
Fire extinguishersqty 4

Tips

Set the date and venue before inviting exhibitors. Keep the registration form open long enough to collect exhibitor details, dietary requirements and any equipment needs in one place.
Create the booth layout and floor plan after registrations have been processed. Leave clear routes to entrances, the registration desk and each display area instead of filling every available metre.
Send exhibitor information before the fair, including arrival instructions, booth position, program details and parking information. Prepare name badges from the final visitor and exhibitor lists rather than printing them too early.
Check technical equipment at least one day before opening. Test laptops, tablets, printers, screens, projectors, microphones, speakers and extension cords together, and keep charged power banks, batteries and walkie-talkies ready.
Order catering and drinks against the registered numbers, then chill drinks and prepare serving equipment before doors open. Put route and parking signs out before the first exhibitors arrive, not during setup.

Frequently asked questions

How far in advance should I organize a police fair?: Start at least 8 to 12 weeks before the fair. That gives you time to confirm the venue, invite exhibitors, open registration, process responses and finalize the layout and program.
When should police fair exhibitor registration close?: Close registration around 2 to 3 weeks before the event. Use the final list to create the floor plan, collect dietary requirements, prepare badges and send confirmed booth information.
How much time is needed to set up a police fair?: Allow at least 3 to 4 hours for setup, depending on the number of exhibitors and rooms. Set up tables, chairs, display walls and the registration desk first, then test power, presentation equipment, signage and catering.
When should I order food and drinks for a police fair?: Place the catering and drinks order 7 to 10 days before the event, once registration numbers are stable. Recheck the count 2 or 3 days beforehand and prepare chilled drinks and serving items on the setup 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.