Real estate fair checklist

A real estate fair depends on many small details being ready at the same time: exhibitors need clear instructions, visitors need an easy registration process, and every booth needs the right space and equipment. This checklist covers the planning sequence from setting the date and confirming the room layout to printing badges, testing presentation equipment and loading materials for transport. Use it to keep exhibitor communication, catering, signage and the registration desk on schedule.

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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 trade fair date and times
2 people
Confirm the venue and room layout
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Publish the fair program
Send exhibitor information
2 people
Process registrations
2 people
Collect dietary requirements
Confirm booth layout
2 people
Design name badges
Print name badges and maps
2 people
Place catering order
2 people
Prepare the registration desk
2 people
Collect presentation materials
2 people
Prepare signage
Test technical equipment
2 people
Update the exhibitor list
Send reminder to visitors
Check final dietary requirements
Do the shopping
2 people
Chill catering and drinks
2 people
Sort booth materials
3 people
Load transport equipment
3 people
Open hall
2 people
Receive deliveries
3 people
Set up tables and chairs
4 people
Set up booth walls
4 people
Set up exhibitor booths
6 people
Set up registration desk
2 people
Hang up floor plans
2 people
Set up signage
2 people
Connect lighting and power
2 people
Connect presentation screens
2 people
Post wifi information visibly
Set up coffee station
2 people
Set up the buffet and drinks table
3 people
Sort badges by category
2 people
Clear emergency routes
2 people
Briefing for reception team
3 people

Event

Welcome exhibitors
4 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out badges
2 people
Direct visitors to booths
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Announce presentations
Guide the presentation area
Set up the networking drinks reception
3 people
Serve snacks
3 people
Restock glasses and tableware
2 people
Inform last visitors
2 people
Have exhibitors dismantle their booths
3 people

Aftercare

Close the registration desk
2 people
Collect stand materials
4 people
Take down tables and chairs
4 people
Remove decorations
2 people
Pack leftover catering
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Switch off equipment
2 people
Move materials to storage
3 people
Return rental items
2 people
Deliver exhibitor materials
2 people
Register lost and found items
Send a thank-you message to visitors
Send thank-you message to exhibitors
Export visitor contacts
Archive invoices and receipts
Archive photo and promotional materials

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 70
Registration tablesqty 2
Bar stoolsqty 8
Buffet tablesqty 4
Waste binsqty 10
Clothes racksqty 2
Display wallsqty 20
Brochure racksqty 12
Notice boardsqty 10

Equipment

Laptopsqty 4
Presentation screensqty 4
Laptop speakersqty 2
HDMI cablesqty 8
Extension cordsqty 12
Power stripsqty 12
USB sticksqty 6
Label printersqty 2
Walkie-talkiesqty 6

Lighting

Standing lampsqty 8
String lightsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 120
Platesqty 180
Cutlery setsqty 180
Coffee potsqty 6
Thermos flasksqty 8
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 8
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Knivesqty 6
Small bowlsqty 16
Pliersqty 8
Bottle openersqty 6
Corkscrewsqty 4

Decorations

Company flagsqty 12
Tableclothsqty 30
Directional signsqty 20
Welcome sign
Information boardsqty 8
Photo wallsqty 2
Table decorationsqty 20
Clipboardsqty 12
Markersqty 24
Scissor setsqty 6
Rolls of tapeqty 12
Cable tiesqty 100
Double-sided tapeqty 8
Name badge holdersqty 220
Wristbandsqty 200

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 24

Catering

Groceries

Tips

Set the date, opening hours and room layout before inviting exhibitors. The layout determines how many trade fair tables, chairs, display walls and power points you need, so late changes can affect both the exhibitor list and equipment order.
Open visitor registration early and send the program once the exhibitor list is stable. Send a reminder shortly before the fair, then use the final registration numbers to prepare name badges, maps, seating and catering quantities.
Ask for dietary requirements during registration and check the list again near the event. Give the caterer the final numbers before the delivery deadline, and keep suitable serving utensils, plates, glasses and coffee equipment ready at the venue.
Test every presentation setup before exhibitors arrive, including laptops, screens, speakers, HDMI cables, extension cords and power strips. Bring spare USB sticks and label the cables so a missing connection does not delay a presentation.
Prepare the registration desk, signs, booth materials and transport load as separate groups. Chill drinks and catering in time, sort each exhibitor’s materials together, and load walkie-talkies, maps, badges and signage where they can be reached first.

Frequently asked questions

How far in advance should I plan a real estate fair?: Start planning at least 8 to 12 weeks before the fair. Set the date and venue first, then allow time to recruit exhibitors, open registration, publish the program and confirm catering and equipment.
When should I invite exhibitors to a real estate fair?: Invite exhibitors as soon as the date, venue and basic room layout are confirmed, ideally 6 to 8 weeks beforehand. Send the exhibitor information and booth requirements at least 2 weeks before the event.
When should I close registration for a real estate fair?: Close standard visitor registration 2 to 3 days before the fair so you can print badges, maps and attendance lists. Keep a process for late arrivals at the registration desk and update catering numbers after the final check.
How do I plan catering for a real estate fair?: Use the confirmed registration count as the base and send dietary requirements with the final order at least 5 to 7 days before the event. Recheck the list 24 to 48 hours beforehand, then chill drinks and prepare coffee equipment before doors open.

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.