Senior Fair Planning Checklist

A senior fair needs more than booked stands and a date. You must give exhibitors time to register, collect visitor and dietary information, plan an accessible layout, and confirm every speaker and supplier. Work backwards from opening time so the programme, catering, name badges, parking information and room setup are ready before visitors arrive. This checklist covers the planning sequence, including details that are often left until the final week.

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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 the fair venue
Set the trade fair date
2 people
Recruit exhibitors
2 people
Invite exhibitors
2 people
Open the registration form
Send invitations
2 people
Distribute promotional posters
2 people
Process registrations
Collect dietary requirements
Collect exhibitor details
Create the booth layout
2 people
Compile program
2 people
Confirm speakers
Order catering
Reserve rental equipment
Create parking information
Prepare route signs
2 people
Make name badges
2 people
Print visitor lists
Send exhibitor instructions
Check stock
2 people
Do the shopping
2 people
Prepare materials
3 people
Chill drinks
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Mark stalls
2 people
Set up exhibitor booths
6 people
Set up registration desk
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Set up information points
2 people
Hang route and program posters
2 people
Test sound equipment
2 people
Check toilets
Brief volunteers
2 people

Event

Staff the registration desk
3 people
Welcome visitors
4 people
Explain the Program
2 people
Support exhibitors
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Guide speakers
2 people
Announce presentations
Operate microphones
Check rest area
Register lost and found items
See off the last visitors
3 people
Have exhibitors dismantle their booths
2 people

Aftercare

Collect tableware
3 people
Sort waste
3 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Clean the kitchen
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect exhibitor materials
2 people
Clear away leftover catering
2 people
Handle lost and found
Send thank-you message
Collect invoices

What to bring

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

Furniture

Tablesqty 24
Chairsqty 180
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Coat racksqty 4
Wheelchair-accessible tablesqty 4

Tableware

Coffee cupsqty 180
Glassesqty 180
Paper cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Mobile phoneqty 2

Decorations

Tableclothsqty 24
Flower arrangementsqty 8
Welcome sign
Plantsqty 10
Directional signsqty 12
Stand number signsqty 30
Name badgesqty 200
Table décorqty 24

Lighting

Standing lampsqty 6
LED light stringsqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Cooler cratesqty 4
Oven mittsqty 2
Serving traysqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Set the date and reserve the venue before inviting exhibitors. Allow at least 8 to 12 weeks for recruitment, registration, promotion and programme planning.
Close exhibitor registrations early enough to create the stand layout and print instructions. Aim to finalise the floor plan at least 10 days before the fair.
Plan accessibility into the room layout rather than adding it later. Leave clear routes for wheelchairs, include wheelchair-accessible tables, and publish parking and route information before sending invitations.
Confirm catering quantities from registrations and dietary requirements, then place the order at least 7 days before the event. Plan separate quantities for coffee, water and other drinks instead of relying on one total estimate.
Use the final week for printing and checks, not major decisions. Prepare name badges, visitor lists, route signs, presentation equipment, extension cords and power strips before opening the venue.

Frequently asked questions

How far in advance should I organise a senior fair?: Start planning 8 to 12 weeks before the fair. That gives you time to reserve the venue, recruit exhibitors, open registrations, promote the event and confirm speakers and catering.
When should exhibitor registration close for a senior fair?: Close registration about 10 to 14 days before the event. You need the final exhibitor details to make the stand layout, prepare name badges and send practical instructions.
How do I make a senior fair accessible?: Plan wide, unobstructed routes and place wheelchair-accessible tables where visitors can reach them easily. Publish parking and route information at least 7 days beforehand, and check the layout in person before doors open.
When should catering be ordered for a senior fair?: Order catering at least 7 days before the fair, once registrations and dietary requirements are known. Recheck the headcount 48 hours before opening and confirm that cups, plates, cutlery and serving equipment are available.

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.