Sail fair checklist: organise every detail in order

A sail fair combines exhibitor stands, visitor registration, talks, refreshments and practical venue logistics. This checklist helps you move from exhibitor planning to stand allocation, programme production and the final floor check without leaving key details until the last day. Use the plan to track registrations, dietary requirements, presentations, signage, equipment and volunteer cover. It also gives you a clear point at which to confirm that tables, power, refreshments and walkways are ready.

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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

Compile exhibitor list
2 people
Send invitations
2 people
Open the registration form
Register exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Send exhibitor confirmation
Create the booth layout
2 people
Assign stand numbers
Prepare the map
Send parking information
Compile program
2 people
Confirm speakers
Collect presentations
Publish the promo message
Design signage
Prepare name badges
2 people
Print exhibitor list
Assign volunteers
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Collect materials
3 people

Event

Open venue
2 people
Check the floor and walkways
2 people
Set out pitches
3 people
Set up tables and chairs
5 people
Build stage walls
4 people
Distribute power outlets
2 people
Install lighting
2 people
Hang up signage
2 people
Apply decorations
2 people
Set up the catering table
2 people
Set out coffee and tea
2 people
Test presentation equipment
2 people
Set up registration desk
2 people
Sort name badges
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Carry out final stand checks
3 people
Welcome visitors
4 people
Register visitors
3 people
Distribute program
2 people
Support exhibitors
2 people
Announce the lectures
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check the restroom area
Facilitate presentations
2 people
Register lost and found items
Inform last visitors
2 people
Check out exhibitors
3 people

Aftercare

Switch off equipment
2 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Dismantle tables and chairs
5 people
Dismantle booth walls
4 people
Remove decorations
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Send follow-up message to exhibitors

What to bring

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

Furniture

Exhibition tablesqty 30
Chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 30
Clothes racksqty 4
Waste binsqty 8
Display wallsqty 30
Storage cratesqty 12

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 3
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cash machinesqty 2
Cable reelsqty 4
Tool casesqty 3
Step laddersqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 20

Decorations

Sailing flagsqty 8
Buntingqty 10
Table name cardsqty 30
Stand number signsqty 30
Photo wallsqty 2
Decorative lifebuoysqty 4
Jute ropeqty 4

Lighting

LED light stringsqty 8
LED spotlightsqty 12
Lamp Standsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 2
Cooling racksqty 4
Water jugsqty 8
Teapotsqty 3

Cleaning

Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set an exhibitor deadline at least 2–3 weeks before the fair. You need time to process registrations, collect dietary requirements, confirm stand numbers and print the exhibitor list.
Finalise the stand map before sending parking information. Once exhibitors know their stand numbers, include arrival instructions and allow at least 30 minutes for unloading and setup.
Collect presentations no later than 3 days before the event. Test the laptop, projector, screen, speakers and microphones together rather than checking each item separately.
Plan refreshments by service period, not just by headcount. Chill drinks in advance, prepare coffee equipment and place cups, glasses, plates and cutlery where volunteers can replenish them quickly.
Complete the venue walkthrough at least 60 minutes before opening. Check floors, walkways, signage, cables, registration equipment, waste bins and accessible routes before visitors arrive.

Frequently asked questions

How far in advance should I organise a sail fair?: Start exhibitor outreach at least 6–8 weeks before the fair. Close registrations 2–3 weeks beforehand so you have time to assign stands, prepare the map and confirm practical requirements.
When should I send sail fair invitations to exhibitors?: Send the first invitations 6–8 weeks before the event, followed by a confirmation once registration is processed. Send final stand numbers, parking information and arrival instructions about 7 days before opening.
How early should exhibitors arrive at a sail fair?: Give exhibitors at least 60–90 minutes for unloading and stand setup before visitors arrive. Open the venue early enough to check tables, stand walls, power connections and walkways before registration starts.
What equipment do I need for talks at a sail fair?: Allow one working laptop, projector, projection screen, speakers and microphone for the programme, plus extension cords, power strips and cable reels. Test everything at least 3 days before the fair and repeat the check on the event morning.

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.