Prevention Fair Planning Checklist

A prevention fair needs more than confirmed exhibitors and a date. You also have to coordinate organizations, build a clear visitor route, prepare presentations, manage registrations and provide practical equipment for every information desk. Work through the plan in sequence: set the format first, confirm contributors next, then arrange promotion, materials, catering and venue setup. The final checks are easy to postpone, especially chilled drinks, name badges, power supplies and leaving the hall empty and clean.

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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 date and opening hours
2 people
Determine venue and room layout
2 people
Reach out to participating organizations
2 people
Confirm exhibitors
2 people
Send invitations
2 people
Publish event online
Open the registration form
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Confirm speakers and demonstrators
2 people
Make reservations
Send exhibitor information
Create floor plans and signage
2 people
Gather information materials
3 people
Check presentations
2 people
Post promotion on social media
Prepare name badges
2 people
Print registration lists
Check the shopping list
2 people
Do the shopping
2 people
Purchase refrigerated products
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Leave the hall clean and empty
3 people
Set up tables and chairs
4 people
Arrange the standing tables
3 people
Welcome exhibitors
2 people
Hand Out Booth Materials
2 people
Set up information stands
6 people
Set up the presentation area
3 people
Test the equipment
2 people
Set up catering
3 people
Set up registration desk
2 people
Hang up signage
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
Direct visitors to booths
2 people
Oversee health measurements
3 people
Lead prevention workshops
3 people
Announce presentations
Support presentations
2 people
Answer visitors' questions
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Guide photo moments
Support the evening program
2 people
Inform last visitors
2 people
Close the registration desk
2 people
See exhibitors off
2 people

Aftercare

Secure presentation materials
2 people
Clean up catering
3 people
Dismantle furniture
4 people
Collect stand materials
3 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the room
4 people
Switch off the equipment
2 people
Remove signage
2 people
Collect lost and found items
Return materials
3 people
Return rented equipment
2 people
Store leftover catering
2 people
Register visitor turnout
Send thank-you message
Archive photos and files

What to bring

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

Furniture

Information desksqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Registration desk
Waste binsqty 10
Coat racksqty 3
Umbrella binsqty 2

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 8

Equipment

Laptopqty 2
Projector
Projector screen
Presentation remote
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Laptop standsqty 2
First aid kitsqty 2
Fire extinguishersqty 2

Decorations

Branding bannersqty 4
Backdropsqty 8
Counter sign
Tableclothsqty 20
Name badgesqty 100
Name badge holdersqty 100
Directional signsqty 12
Program postersqty 8
Standsqty 12
Plantsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Coffee filtersqty 200
Teaspoonsqty 100
Serving spoonsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Cooling compartmentsqty 4
Food boxesqty 12
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 12

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Spongesqty 12
Hand soap dispensersqty 6
Disinfectantqty 4
Paper towelsqty 12
Trash bag holdersqty 10

Groceries

Groceries

Tips

Set the date, opening hours and room layout before inviting organizations. Mark information desks, the registration desk, seating, coat racks, umbrella bins and waste bins on the floor plan so exhibitors know what to expect.
Confirm participating organizations, speakers and demonstrators before publishing the program. Send each exhibitor the arrival details, table location, presentation requirements and deadline for submitting information materials.
Open registration early enough to process responses and collect dietary requirements. Print the registration list and prepare name badges before the event day rather than trying to organize them at the entrance.
Test every presentation with the actual laptop, projector, screen, speakers, microphones, remote and extension cords. Check power strips and charging stations as well; a missing adapter or short cable can delay several sessions at once.
Shop and transport supplies in separate stages: buy shelf-stable items first, purchase refrigerated products closer to the event, then chill drinks and pack cups, glasses, plates, cutlery, trays, pitchers and thermos flasks together. Bring first aid kits and coolers to the venue before doors open.

Frequently asked questions

How far in advance should I invite exhibitors to a prevention fair?: Contact potential participating organizations at least 8 to 12 weeks before the fair. Aim to confirm exhibitors 4 to 6 weeks ahead so you can publish an accurate program, floor plan and exhibitor information.
When should registration open for a prevention fair?: Open registration as soon as the date, venue and basic program are confirmed, usually 4 to 6 weeks before the event. Close or review registrations 2 to 3 days beforehand so dietary requirements and printed lists are up to date.
How many microphones and presentation checks are needed?: Test each presentation at least once with the equipment that will be used on the day. Plan one microphone per active speaker, plus a spare if several demonstrations or discussion sessions run close together.
When should I buy and chill drinks for the fair?: Buy non-refrigerated supplies several days in advance and purchase refrigerated products 1 to 2 days before the event. Chill drinks on the day before or early on the event day, depending on cooler space and serving time.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.