Senior fair checklist and planning guide

A senior fair needs more than booked tables and exhibitors. You must coordinate organisations, registrations, dietary requirements, information materials and a room layout that is easy to navigate. Start with the date, venue and programme, then confirm exhibitors before printing floor plans, badges and registration lists. In the final week, check equipment, signage, first aid supplies, coat racks and drinks so small omissions do not disrupt the day.

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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

Confirm date and location
2 people
Compile program
2 people
Reach out to participating organizations
2 people
Register exhibitors
2 people
Create the room layout
2 people
Design invitations
Send invitations
2 people
Open registrations
Publish trade fair information
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Order catering
2 people
Reserve drinks service
Reserve extra chairs
Print floor plan
Prepare name badges
2 people
Prepare signage
Print registration lists
Bundle the information materials
2 people
Check the coat rack
Check the first aid kit
Check equipment
2 people
Do the shopping
2 people
Fill coolers
2 people
Prepare snacks
3 people
Collect trade fair materials
3 people
Open venue
2 people
Check floor and entrance
2 people
Set up tables
4 people
Set up chairs
3 people
Mark stalls
2 people
Set up registration desk
2 people
Set up the cloakroom
2 people
Hand Out Booth Materials
2 people
Welcome exhibitors
3 people
Have exhibitors set up
4 people
Hang up signage
2 people
Set up coffee station
2 people
Set out snacks
3 people
Connect the technical equipment
2 people
Set up the welcome table
2 people
Conduct final safety check
2 people

Event

Welcome visitors
4 people
Handle registrations
3 people
Manage the cloakroom
2 people
Direct visitors to booths
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Check stock
Announce program items
Support exhibitors
2 people
Answer visitor questions
2 people
See off the last visitors
3 people

Aftercare

Have exhibitors take down their stands
4 people
Clear out the cloakroom
2 people
Collect tableware
3 people
Put furniture back
4 people
Collect waste
3 people
Clean the kitchen and coffee area
3 people
Clean the room
3 people
Disconnect equipment
2 people
Pack up materials
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Register lost and found items

What to bring

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

Furniture

Tablesqty 24
Chairsqty 100
Bar stoolsqty 6
Coat racksqty 2
Folding chairsqty 12
Waste binsqty 8
Stoolsqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 16

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Tabletsqty 2
Microphonesqty 2
Speakersqty 2
Presentation screen
Cable reelsqty 2
Charging cablesqty 6

Decorations

Welcome sign
Stand signsqty 24
Tableclothsqty 24
Name badge holdersqty 30
Flagsqty 6
Flower arrangementsqty 8
Photo framesqty 8
Plantsqty 8

Lighting

Standing lampsqty 6
LED light stringsqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving traysqty 8
Pliersqty 8
Washing-up basinsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cart
Glovesqty 8
Hand soap dispensersqty 6

Registration

Registration tablesqty 2
Clipboardsqty 6
Ballpoint pensqty 30
Name badgesqty 120
Wristbandsqty 120
Cloakroom numbersqty 120
Information brochuresqty 250
Floor plansqty 150
Program leafletsqty 150

Safety

First aid kit
Flashlightsqty 3
Non-slip matsqty 6
Cable traysqty 12
Iconsqty 20

Catering

Groceries

Tips

Set the date and venue before contacting participating organisations. Allow at least 6–8 weeks to register exhibitors, publish the fair information and open visitor registrations.
Build the room layout around clear walking routes, not just the number of stands. Leave space for registration, seating, coat racks, catering and equipment such as microphones, speakers and presentation screens.
Collect dietary requirements when registrations come in and give the final count to catering several days before the fair. Also confirm the drinks service rather than assuming coffee, tea and water will be available.
Print the floor plan, registration lists, name badges and signs after exhibitor details are confirmed. Prepare a few spare badges and place stand signs where visitors can read them from the main aisle.
Do a complete venue check the day before: test laptops, microphones, speakers, screens, extension cords and power strips, then fill the coolers and check the first aid kit and coat rack.

Frequently asked questions

How far in advance should I organise a senior fair?: Start planning 6–8 weeks before the event. This gives you time to confirm the venue, recruit exhibitors, publish information, open registrations and order catering.
When should exhibitors be confirmed for a senior fair?: Aim to confirm exhibitors at least 2 weeks before the fair. You need their final details to complete the room layout, print stand signs and prepare information materials.
When should I collect dietary requirements for a senior fair?: Ask for dietary requirements during registration and send the final overview to catering 5–7 days before the event. Recheck the count after registration closes.
What should I check the day before a senior fair?: Test all presentation and power equipment, including microphones, speakers, screens, laptops and cable reels. Also check signage, registration lists, name badges, the first aid kit, coat racks and drinks before the venue opens.

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.