Product fair checklist: what to arrange and when

A product fair needs more than confirmed exhibitors and a room full of tables. You also need a workable booth layout, visitor registration, name labels, route signs, power, presentation equipment, refreshments, and a clear setup sequence. Start by publishing the date, program, and registration form, then confirm exhibitors and collect dietary requirements. In the final week, check product information, print lists and labels, place the catering order, and prepare the expo floor so setup runs smoothly.

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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

Publish the date and program
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Create exhibitor list
Prepare visitor registration
2 people
Design name labels
Print Name Labels
2 people
Print route signs
Send exhibitor letter
Place catering order
Gather promotional materials
2 people
Check product information
2 people
Print the registration list
Do the shopping
3 people
Chill drinks
2 people
Prepare materials
3 people
Clean the expo floor
3 people
Set up tables and chairs
5 people
Build stage walls
4 people
Place booth numbers
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Place products on the stands
6 people
Test demo equipment
3 people
Set up registration desk
2 people
Set up catering point
3 people
Set out coffee and tea
2 people
Hang route signs
2 people
Lay out presentation materials
2 people
Check the trade show floor
2 people

Event

Staff the registration desk
3 people
Welcome visitors
3 people
Hand out name tags
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Keep the Catering Point Clean
2 people
Empty trash bins
2 people
Restock supplies
2 people
Answer visitor questions
2 people
Guide product demos
2 people
Keep booth aisles clear
2 people
See off the last visitors
3 people
Check out exhibitors
2 people

Aftercare

Collect products from stands
5 people
Dismantle booth walls
4 people
Clear tables and chairs
5 people
Wash dishes
3 people
Sort waste
3 people
Clean the expo floor
4 people
Clean the catering area
2 people
Inventory materials
2 people
Store leftover products
2 people
Return borrowed materials
2 people
Archive registration details
Send thank-you message
Store photo and promo materials

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Registration desk
High tablesqty 8
Stoolsqty 16
Display wallsqty 20
Coat racksqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Extension cordsqty 12
Power stripsqty 12
Chargersqty 8
Presentation screensqty 4
Mobile hotspotsqty 2
Label printer
Handheld microphonesqty 2
Walkie-talkiesqty 6
Hand trucksqty 2

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 4
Serving bowlsqty 12

Decorations

Tableclothsqty 24
Stand number signsqty 20
Welcome sign
Plantsqty 12
Flagsqty 8
Notice boardsqty 12
Postersqty 24
Table décorqty 24

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 30

Registration

Name card holdersqty 150
Pensqty 30
Clipboardsqty 6
Wristbandsqty 150
Information leafletsqty 200
Notepadsqty 100
Carry bagsqty 150

Safety

Non-slip matsqty 12
Cable traysqty 20
Warning signsqty 6

Catering

Groceries

Tips

Publish the date, program, and registration form early enough to leave time for registrations and follow-up. Keep one current registration list so the welcome desk is not working from separate versions.
Confirm exhibitors before creating the final booth layout. Add booth numbers, display walls, tables, chairs, high tables, and stools to the plan, then send exhibitors a letter with arrival and setup details.
Check every exhibitor’s product information before printing signs or preparing presentation screens. Last-minute corrections are much easier before materials are packed and the expo floor is being built.
Plan registration as a working station, not just a table: allow space for laptops or tablets, the label printer, printed registration lists, chargers, and extension cords. Prepare name labels before doors open so arrivals do not create a queue.
Do the shopping and place the catering order before the final setup day. Chill drinks in coolers, check coffee machines, kettles, cups, glasses, plates, cutlery, and serving trays, and keep a few thermos flasks ready for service during the fair.

Frequently asked questions

How far in advance should I organize a product fair?: Start publishing the date and program at least 6 to 8 weeks ahead. This gives exhibitors time to confirm, visitors time to register, and you time to finalize the booth layout and catering.
When should I confirm exhibitors for a product fair?: Aim to confirm exhibitors 3 to 4 weeks before the fair. Create the exhibitor list and booth layout after that deadline, then send the final exhibitor letter with practical setup information.
How many registration staff do I need for a product fair?: For up to 100 visitors, plan on 2 people at the registration desk during the busiest 30 to 60 minutes. Add a third person if visitors arrive in one concentrated time slot or if labels are printed at the desk.
When should I set up the product fair venue?: Do the main setup 2 to 4 hours before exhibitors arrive. Set up tables, chairs, display walls, booth numbers, registration equipment, route signs, and presentation screens first, then welcome exhibitors as they bring in materials.

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.