Purchasing fair checklist

A purchasing fair needs more than exhibitor invitations and tables. You need a confirmed date and venue, a reliable exhibitor list, registration details, booth packages, catering, signage, and a floor plan that works for visitors and deliveries. Start with the venue and date, then build the exhibitor and attendee process before ordering supplies. The final week is for confirmations, printing, equipment tests, stock checks, and shopping—not for discovering missing badges or extension cords.

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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

Reserve venue
Set the trade fair date
2 people
Create exhibitor list
2 people
Assemble booth packages
2 people
Create a registration form
Invite exhibitors
2 people
Invite attendees
2 people
Prepare promotion
2 people
Distribute promotion
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Design floor plan
Book catering
Reserve parking spaces
Create a registration list
Prepare badges
2 people
Make name tags
2 people
Print signage
Send exhibitor information
Coordinate deliveries
2 people
Test the equipment
2 people
Check stock
2 people
Do the shopping
2 people
Prepare materials
3 people
Open venue
2 people
Clear the loading zone
2 people
Unload stand materials
4 people
Set up tables
4 people
Set up chairs
3 people
Build stage walls
4 people
Connect power
2 people
Set up lighting
2 people
Hang up signage
2 people
Set up registration desk
2 people
Lay out badges
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Welcome exhibitors
3 people
Direct exhibitors to their booths
2 people
Carry out final stand check
2 people

Event

Staff the registration desk
3 people
Register visitors
3 people
Hand out badges
2 people
Assist exhibitors
2 people
Inform visitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Restock the toilet supplies
Clean floors in between
2 people
Guide visitor flow
2 people
See off the last visitors
2 people
Check out exhibitors
2 people

Aftercare

Dismantle stand materials
4 people
Dismantle booth walls
4 people
Gather tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Process lost and found items
Archive participant details
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 30
Visitor tablesqty 8
Folding chairsqty 100
Registration deskqty 2
Bar stoolsqty 8
Waste binsqty 12
Clothes racksqty 6
Display wallsqty 60
Tableclothsqty 38

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 6
Laptopqty 2
Tabletsqty 4
Badge printer
Label printer
Mobile phonesqty 4
Handheld microphoneqty 2
Portable speakersqty 2
Presentation screen
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 6
USB chargersqty 10
Cable tiesqty 200

Lighting

LED work lightsqty 12
String lightsqty 10
Emergency lightsqty 4

Decorations

Fair logo bannersqty 4
Buntingqty 8
Plantsqty 20
Table décorqty 30
Photo backdrop
Promotional bannersqty 8
Directional signsqty 20
Booth numbersqty 30
Name badge holdersqty 40

Kitchen

Thermos flasksqty 8
Chafing dishesqty 4
Serving bowlsqty 16
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 20
Serving traysqty 12
Food containersqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 8
Cleaning clothsqty 30
Rubber glovesqty 12
Paper towel dispensersqty 8

Catering

Groceries

Tips

Set the date and reserve the venue before inviting exhibitors. Allow at least 8–12 weeks for a fair with multiple booths, so exhibitors have time to confirm and prepare their displays.
Create exhibitor and attendee registration lists separately. Collect dietary requirements when people register, then send the final catering numbers and menu information to the caterer at least 7 days before the fair.
Finish the booth layout and floor plan before assigning exhibition tables, display walls, clothes racks, chairs, or bar stools. Leave clear routes for visitors, registration, waste bins, and deliveries rather than filling every available space.
Prepare badges, name tags, signage, and exhibitor information at least 2–3 days before opening. Print a few spare badges and labels; last-minute changes are common after exhibitor confirmations.
Test the laptop, tablets, badge printer, label printer, microphone, speakers, presentation screen, coffee machines, kettles, refrigerators, and coolers before event day. Check extension cords and power access booth by booth, then complete the shopping and stock check 24 hours before setup.

Frequently asked questions

How far in advance should I organize a purchasing fair?: Allow 8–12 weeks for a small or medium purchasing fair. Book the venue and set the date first, then allow at least 4 weeks for exhibitor invitations and registration.
When should exhibitors confirm their attendance?: Set the exhibitor confirmation deadline 3–4 weeks before the fair. Send the final booth layout, delivery instructions, and exhibitor information after confirmations are complete.
When should I finalize catering for a purchasing fair?: Finalize the headcount and dietary requirements 5–7 days before the event. Order coffee, tea, water, and other drinks based on the confirmed attendee and exhibitor numbers.
What should I check the day before a purchasing fair?: Complete the stock check, shopping, signage, badges, equipment test, and delivery coordination 24 hours before setup. Confirm that tables, chairs, tablecloths, glasses, plates, cutlery, and power supplies are available before the team arrives.

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.