Print fair checklist: what to arrange and when

A print fair needs more than exhibitor tables and printed work. You need a clear program, enough time to register exhibitors and visitors, and a layout that works for both browsing and selling. This checklist takes you from setting the date through invitations, booth planning, badges, signage, technical checks and catering. Use it to keep details such as power, dietary requirements, chilled drinks and printed booklets from becoming last-minute problems.

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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 the date and program
2 people
Define the participant profile
2 people
Contact exhibitors
3 people
Register exhibitors
2 people
Draft invitations
2 people
Send invitations
2 people
Publish registration form
Post promotion on social media
Confirm print suppliers
2 people
Draw the booth layout
2 people
Create a visitor map
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Design badges and wristbands
Design signage
Check technical setup and power outlets
2 people
Confirm reservations
Send exhibitor information
Export visitor list
Print name badges
2 people
Print the program booklets
2 people
Do the shopping
2 people
Set out drinks chilled
2 people
Prepare catering
3 people
Open venue
2 people
Receive deliveries
3 people
Check booth materials
3 people
Set up tables and chairs
4 people
Build stage walls
4 people
Welcome exhibitors
2 people
Dress the standing tables
3 people
Distribute printed materials per booth
3 people
Hang up signage
2 people
Set up registration desk
2 people
Set up the presentation area
3 people
Test the microphone and screen
2 people
Set out coffee and tea
2 people
Arrange snacks on platters
2 people
Brief the registration team
Carry out the final safety check
2 people

Event

Open the doors
2 people
Register visitors
3 people
Hand out name badges
2 people
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Announce the presentation
Guide presentation
2 people
Collect used glasses
2 people
Empty trash bins
2 people
Restock the buffet
2 people
Serve evening snacks
3 people
Support exhibitors
2 people
Inform last visitors
2 people
Close the fair
2 people

Aftercare

Have exhibitors take down their stands
4 people
Collect printed materials and supplies
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Return borrowed items
2 people
Return booth materials
2 people
Send thank-you email to attendees
Send thank-you email to exhibitors
Store leftover materials
2 people

What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 80
Beer tablesqty 12
Registration desk
Bar stoolsqty 8
Waste binsqty 10
Coat racksqty 2
Clothes hangersqty 120
Display wallsqty 24

Equipment

Laptopqty 2
Monitor screenqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Charging cablesqty 6
Handheld scannersqty 2
Walkie-talkiesqty 6

Lighting

LED spotlightsqty 12
Standing lampsqty 4
String lightsqty 6

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Food containersqty 20
Aluminum traysqty 12

Decorations

Company flagsqty 12
Tableclothsqty 24
Flower arrangementsqty 8
Name badge holdersqty 30
Info boardsqty 8
Program boardsqty 4
Directional signsqty 12
Display racksqty 24
Brochure racksqty 24
Chalkboardsqty 6
Pensqty 60
Notepadsqty 60
Badgesqty 220
Badge lanyardsqty 220
Program leafletsqty 220
Floor plansqty 220
Wristbandsqty 220

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and program before contacting exhibitors, then allow at least 6–8 weeks for exhibitor registration, invitations and promotion. Confirm the final exhibitor list before drawing the booth layout.
Publish the visitor registration form early and export the visitor list at least 2 days before the fair. Print name badges and prepare registration materials before event morning rather than during check-in.
Plan the floor layout around practical movement: place the registration desk near the entrance, leave clear routes between display walls and tables, and mark power outlets before exhibitors arrive.
Check every technical item at least 1 day ahead, including the laptop, monitor or projector, microphones, speakers, mixer, extension cords, power strips and cable trays. Test each outlet with the equipment you will actually use.
Order catering only after collecting dietary requirements and confirm quantities 2–3 days before the fair. Chill drinks before doors open, and set out cups, glasses, plates and cutlery where visitors can reach them without blocking the displays.

Frequently asked questions

How far in advance should I organize a print fair?: Start planning at least 6–8 weeks before the fair. That gives you time to set the program, contact and register exhibitors, send invitations, promote the event and confirm suppliers.
When should print fair exhibitors receive the event information?: Send exhibitor information as soon as registration closes and the booth layout is stable, ideally 1–2 weeks before the fair. Include arrival times, booth details, the visitor map, power information and the final program.
How many drinks should I buy for a print fair?: For a typical first hour, plan on 2–3 drinks per person, then add around 1 drink per person for each following hour. Increase the amount if exhibitors will be present for setup before visitors arrive.
When should I print badges and program booklets for a print fair?: Export the visitor list 2 days before the event and print badges after registrations close. Print program booklets at least 1 day ahead, with a small extra quantity for late registrations and damaged copies.

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