Project Fair Planning Checklist

A project fair needs more than confirmed exhibitors and a room full of tables. You also need a workable booth layout, timed presentations, reliable registration, clear visitor information and enough technical equipment for every display. Start with the date, opening hours and registration process, then build the floor plan and programme around the confirmed projects. This checklist helps you organise the work in the right order, including the details that are often left until the last week.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish date and times
Send invitations
2 people
Open the registration form
Share the participant terms and conditions
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create booth layout
2 people
Work out the floor plan
Compile program
2 people
Assign presentation times
2 people
Make reservations
Confirm suppliers
Check permits
Check emergency exits
2 people
Publish traffic information
Recruit volunteers
2 people
Assign volunteers
2 people
Inform exhibitors
2 people
Collect presentations
Check technical requirements
2 people
Check the materials list
2 people
Print name badges
Print maps
Print Signage
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Keep chilled products cool
2 people
Prepare coffee station
2 people
Remind exhibitors

Event

Open venue
2 people
Check halls and entrance
2 people
Set up tables and chairs
6 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Hang up signage
2 people
Hang decorations
3 people
Set up the presentation area
3 people
Test sound equipment
2 people
Test the lighting
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Set up registration desk
2 people
Welcome exhibitors
3 people
Distribute booth materials
3 people
Test equipment at each booth
3 people
Conduct final safety check
2 people
Place team at registration
2 people
Welcome visitors
4 people
Register visitors
3 people
Explain the route to the booths
2 people
Support project presentations
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Support exhibitors
2 people
Answer audience questions
2 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
See visitors out
3 people
Collect stand materials
4 people
Close catering
3 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
6 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Check borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Collect photo materials
Send thank-you message
Process lost and found items
Collect invoices and receipts

What to bring

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

Furniture

Standing tablesqty 35
Visitor chairsqty 120
Beer tablesqty 12
Registration desk
Presentation tablesqty 3
Waste binsqty 12
Clothes racksqty 2
Display wallsqty 35

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 15
Charging stationsqty 3
Cable traysqty 20
Presentation clickersqty 2
USB sticksqty 4

Lighting

LED lightsqty 10
String lightsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 40
Name badgesqty 80
Booth numbersqty 40
Information boardsqty 8
Sticky tackqty 10
Table décorqty 35

Tableware

Reusable cupsqty 350
Coffee cupsqty 150
Platesqty 250
Cake platesqty 200
Forksqty 250
Knivesqty 200
Spoonsqty 200
Serving plattersqty 20
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Pliersqty 8
Corkscrewsqty 2

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Paper and communications

Programsqty 350
Floor plansqty 350
Evaluation formsqty 300
Registration formsqty 100
Clipboardsqty 8
Pensqty 60
Notepadsqty 20
Tapeqty 12
Scissor setsqty 6
Staplersqty 4
Spare paperqty 5

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12
Barrier tapeqty 4
Non-slip matsqty 8
Fire blanketsqty 2

Logistics

Transport cartsqty 4
Storage boxesqty 20
Roll containersqty 4
Ratchet strapsqty 8
Moving blanketsqty 12
Cratesqty 20
Duct tapeqty 8
Cable tiesqty 200
Label stickersqty 10

Tips

Set the registration deadline at least 7 days before the fair. Use the final participant list to collect dietary requirements, print name badges and confirm how many exhibitors need a booth.
Create the booth and floor plan only after you know the confirmed exhibitors. Leave clear routes between display walls, tables and the registration desk, and check that emergency exits remain unobstructed.
Assign presentation slots with a buffer of 5 to 10 minutes between speakers. Collect each presentation at least 3 days in advance and check laptops, projectors, screens, speakers and wireless microphones before doors open.
Confirm volunteers and their duties at least 3 days before the fair. Have separate coverage for registration, exhibitor support, technical issues and room checks rather than relying on one person to handle everything.
Make a final equipment and print check 24 hours before setup. Count extension cords, power strips, cable trays, USB sticks, name badges, booth numbers, maps and signage, then label materials by area.

Frequently asked questions

How far in advance should I organise a project fair?: Start at least 8 to 12 weeks before the fair. Publish the date and times first, then allow several weeks for invitations, registrations, exhibitor confirmations, the floor plan and the programme.
When should project fair registration close?: Close registration 7 to 10 days before the event. That gives you time to process registrations, collect dietary requirements, confirm exhibitors and print badges and visitor information.
How much time should I allow between project fair presentations?: Allow 5 to 10 minutes between presentation slots. This covers speaker changes, laptop or presentation checks and questions without making the programme fall behind immediately.
When should I check the project fair equipment?: Check the full technical setup at least 24 hours before the fair, then test it again during setup. Confirm power, extension cords, projectors, screens, speakers, microphones and presentation clickers in the actual room.

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.