Safety fair checklist: what to arrange and when

A safety fair needs more than exhibitor invitations and information stands. You also need a workable floor plan, tested presentation equipment, clear evacuation routes, safety instructions, and a registration process that captures dietary requirements and exhibitor details. Start with the date, audience, and exhibitor list, then move through the layout, programme, permits, printed materials, and final checks. This checklist keeps those steps in a practical order so late changes do not disrupt the fair.

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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
Define the target participant group
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Publish registration form
Send invitations
2 people
Create the fair schedule
2 people
Inventory demonstrations
2 people
Create Trade Show Floor Plan
2 people
Assign pitch locations
2 people
Process registrations
2 people
Collect dietary requirements
Process exhibitor information
2 people
Make reservations
Check permits
Prepare safety instructions
2 people
Determine evacuation routes
2 people
Compile contact list
Design signage
2 people
Make badges and registration forms
2 people
Have printed materials made
Collect presentations
2 people
Test the equipment
2 people
Confirm catering
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people
Remind exhibitors

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Set up exhibitor booths
6 people
Set up registration desk
2 people
Set up catering table
2 people
Set out coffee and tea
2 people
Set up demonstration materials
4 people
Set up presentations
2 people
Hang up signage
3 people
Conduct a safety check
2 people
Clear evacuation routes
2 people
Welcome exhibitors
3 people
Brief exhibitors
2 people
Brief the registration team
2 people
Welcome visitors
4 people
Register visitors
3 people
Hand out badges
2 people
Inform visitors
2 people
Guide demonstrations
3 people
Support presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check sanitary facilities
Check stock
Escort the last visitors
3 people
Check out exhibitors
2 people

Aftercare

Switch off equipment
2 people
Pack demo materials
4 people
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Sort waste
2 people
Clean the venue
4 people
Remove signage
2 people
Collect lost and found items
Return materials
2 people
Return rental items
2 people
Call exhibitors back
Archive registration details

What to bring

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

Furniture

Information desksqty 2
Tablesqty 24
Chairsqty 80
High tablesqty 8
Display wallsqty 12
Coat racksqty 3
Bollardsqty 12
Barrier tapeqty 6

Equipment

Laptopsqty 3
Projector
Projection screen
Presentation screenqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Walkie-talkiesqty 6
Coolersqty 4
Handheld megaphonesqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Thermos flasksqty 6
Water jugsqty 8

Decorations

Trade show bannersqty 8
Tableclothsqty 24
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 20
Program postersqty 12
Sticky tackqty 6
Cable traysqty 12

Lighting

LED lampsqty 10
Standing lampsqty 4
Emergency lightingqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Ice packsqty 16
Food containersqty 12
Food labelsqty 100
Bottle openersqty 4
Waste binsqty 8
Water dispensersqty 2

Cleaning

Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 24
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 6
Hand sanitizer dispensersqty 8
Paper towel holdersqty 6

Catering

Groceries

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Smoke detectors for demonstrationqty 4
Safety helmetsqty 12
Safety gogglesqty 12
Reflective vestsqty 12
Ear defendersqty 12
Safety glovesqty 12
Non-slip matsqty 8
Flashlightsqty 8
Batteriesqty 32
Warning signsqty 12
Emergency exit signsqty 8
Safety tapeqty 6

Registration

Clipboardsqty 8
Ballpoint pensqty 40
Markersqty 12
Notepadsqty 40
Registration formsqty 150
Program leafletsqty 150
Surveysqty 120
Name stickersqty 150
Cash drawer
Card machine
Cash box

Presentation

Flip chartsqty 4
Flip chart sheetsqty 4
Display standsqty 8
Brochure holdersqty 24
Notice boardsqty 8
Table displaysqty 24
Cable tiesqty 100
Scissorsqty 6
Tapeqty 12
Staplersqty 4
Staplesqty 8

Tips

Set the exhibitor deadline before publishing registration details. Allow at least 2 weeks to process registrations, collect dietary requirements, and turn exhibitor information into the final schedule.
Draw the trade fair floor plan before assigning pitch locations. Mark information desks, tables, display walls, barriers, coat racks, and evacuation routes so demonstrations do not block entrances or walkways.
Test every presentation setup at least 1 day before the fair. Check the projector, projection screen, presentation screen, speakers, microphones, laptops, extension cords, power strips, and charging stations together in the room where they will be used.
Prepare the visitor and exhibitor information in two versions: a printed copy for registration desks and a digital copy for updates. Include the schedule, safety instructions, evacuation routes, contact list, and pitch locations.
Confirm catering only after registration numbers and dietary requirements have been processed. Count coffee cups, glasses, plates, cutlery, serving items, thermos flasks, and water jugs against the final headcount, then recheck the shopping list 1 day before opening.

Frequently asked questions

How far in advance should I plan a safety fair?: Start planning at least 8 weeks before the fair. Use the first 2 weeks to set the date, define the participant group, compile the exhibitor list, and send invitations; reserve the final week for equipment tests, printed materials, catering, and safety checks.
When should exhibitors register for a safety fair?: Set the registration deadline at least 2 weeks before the event. That gives you time to process registrations, confirm pitch locations, collect dietary requirements, gather presentations, and publish a reliable schedule.
When should I make the safety fair floor plan?: Create the first floor plan as soon as the exhibitor list is reasonably stable, ideally 3 to 4 weeks before the fair. Finalise it after registrations and demonstrations are processed, then share locations with exhibitors before printing badges and signage.
How soon before a safety fair should equipment be tested?: Test the full setup at least 1 day before opening, not just the individual devices. Run the laptops, projector, screens, speakers, microphones, extension cords, power strips, charging stations, and walkie-talkies in their planned locations.

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