Recycling Fair Checklist

A recycling fair needs more coordination than a simple open day: exhibitors, workshops, visitor flow and equipment all have to work together. This checklist takes you from booking the venue and setting opening hours to preparing badges, signage, materials and the exhibitor reception. Start with the venue and date, then confirm exhibitors and workshop leaders before publishing the visitor programme. In the final week, check every power cable, projector, microphone and printed sign rather than assuming someone else has done it.

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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 date and opening hours
Contact exhibitors
2 people
Process exhibitor registrations
Create the booth layout
2 people
Create visitor program
2 people
Confirm Workshop Leaders
Design invitations
Send invitations
2 people
Publish event online
Process visitor registrations
2 people
Collect dietary requirements
Send exhibitor information
Process workshop registrations
Print floor plan
Prepare name badges
2 people
Print Signage
Confirm exhibitors
Test the equipment
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Set out workshop materials
2 people
Open venue
2 people
Set up the exhibitor reception
2 people
Set up tables and chairs
6 people
Build exhibitor stands
8 people
Hand Out Booth Materials
2 people
Hang up signage
3 people
Place recycling bins
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Set up workshop rooms
3 people
Set up presentations
2 people
Conduct a safety check
2 people
Hold team briefing
4 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
2 people
Staff the exhibitor booths
16 people
Guide visitor flow
3 people
Announce presentations
Facilitate presentations
2 people
Distribute workshop materials
2 people
Lead recycling workshops
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep catering tables clean
2 people
Check waste streams
2 people
Empty trash bins
2 people
Check toilets
Create a photo record
Answer visitor questions
2 people
Inform last visitors
2 people
Have exhibitors dismantle their booths
4 people
Guide visitors to the exit
2 people
Close catering
2 people

Aftercare

Switch off equipment
2 people
Put furniture back
5 people
Dispose of waste separately
4 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the floors
3 people
Clean the restrooms
2 people
Remove decorations
3 people
Hand over the venue
2 people
Gather borrowed materials
2 people
Return materials
2 people
Store leftover groceries
2 people
Send exhibitor thank-you notes
Archive photos
Collect visitor feedback
Check waste disposal

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 24
Chairsqty 80
High tablesqty 8
Folding benchesqty 4
Coat racksqty 3
Tableclothsqty 24
Bollardsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 12
Rechargeable batteriesqty 16
Power banksqty 4
Cable reelsqty 3

Lighting

Work lightsqty 8
Mood lightingqty 6

Decorations

Exhibitor panelsqty 24
Poster display boardsqty 12
Information postersqty 20
Directional signsqty 16
Program postersqty 8
Directional signsqty 12
Name badge holdersqty 30
Adhesive stripsqty 6
Cable tiesqty 100
Paper buntingqty 8
Chalkboardsqty 6

Tableware

Reusable cupsqty 180
Reusable coffee cupsqty 80
Reusable platesqty 120
Reusable cutleryqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 6
Water jugsqty 8

Kitchen

Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 4
Food containersqty 12

Cleaning

Waste sorting binsqty 12
Trash bins with lidsqty 6
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Dustpansqty 3
Cleaning glovesqty 8

Workshop materials

Floor matsqty 12
Apronsqty 20
Safety gogglesqty 20
Work glovesqty 30
Scissorsqty 20
Craft knivesqty 12
Cutting matsqty 12
Rulersqty 12
Glue gunsqty 8
Paper binsqty 12
Reusable craft materialsqty 6
Worktable lampsqty 6

Catering

Groceries

Tips

Set the venue and opening hours before contacting exhibitors, then allow at least 6–8 weeks for registrations, layout planning and invitations. A clear closing time also helps exhibitors plan collection and pack-down.
Create the booth layout after you know how many exhibitors are attending. Leave clear routes for visitors, place workshop areas where sound will not disrupt exhibitors, and print the final floor plan before setup day.
Confirm workshop leaders and process workshop registrations at least 7 days before the fair. Use the registration information to prepare materials and identify dietary requirements for refreshments.
Check technical equipment 1–2 days beforehand, including projectors, screens, laptops, speakers and wireless microphones. Test every extension cord, power strip, cable reel and rechargeable battery at the venue rather than at the office.
Print directional signs, programme posters, information posters and name badges before the final setup. On the day, put signs at the entrance and decision points, set up the exhibitor reception first, and chill drinks before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a recycling fair?: Start planning at least 6–8 weeks before the event. Book the venue and date first, then contact exhibitors and workshop leaders before sending invitations or publishing the online programme.
When should I confirm recycling fair exhibitors?: Aim to confirm exhibitors 2–3 weeks before opening day. This gives you time to finalise the booth layout, send exhibitor information, print the floor plan and prepare name badges.
When should I prepare the recycling fair floor plan?: Create a working layout as registrations come in, then lock it 7–10 days before the fair. Print the final floor plan after exhibitor confirmations and place copies where exhibitors and visitors can find them.
What equipment do I need to test before a recycling fair?: Test projectors, projection screens, laptops, portable speakers and wireless microphones 1–2 days before the event. Also check extension cords, power strips, cable reels, rechargeable batteries and power banks so workshops do not stop because of a missing connection or flat battery.

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.