Startup Fair checklist: what to arrange and when

A Startup Fair needs more than a list of exhibitors and a few tables. You need time to recruit participants, collect registrations and dietary requirements, build a booth layout, confirm the program, and coordinate speakers. This checklist covers the work from choosing the date and venue through opening the rooms and setting up the registration desk. Use it to keep exhibitor communication, catering, printed materials, technology, and event-day setup on schedule.

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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
Define participant profile
2 people
Invite exhibitors
2 people
Invite speakers
2 people
Publish registration form
Send invitations
2 people
Post social promotion
Register exhibitors
Process registrations
2 people
Collect dietary requirements
Create the booth layout
2 people
Finalize the program
2 people
Book catering
Reserve equipment
Prepare name badges
2 people
Print the program
Create signage
2 people
Inform exhibitors
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Print the registration list
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up booth materials
4 people
Hang up signage
2 people
Set up registration desk
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Set out coffee and tea
2 people
Present snacks
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Hand out name badges
2 people
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Support the pitch round
2 people
Collect questions from the audience
Open networking drinks reception
2 people
Restock catering
2 people
Collect waste along the way
2 people
See off the last visitors
2 people

Aftercare

Switch off equipment
2 people
Collect stand materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Take waste to the bins
2 people
Clean the venue
3 people
Remove signage
2 people
Return materials
2 people
Collect lost and found items
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 12
Registration desk
Clothes racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 3
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 8
Power stripsqty 10
HDMI cablesqty 3
Power banksqty 4

Tableware

Glassesqty 100
Coffee cupsqty 80
Small platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Bottle openersqty 4

Decorations

Fabric tableclothsqty 18
Plantsqty 12
Name card holdersqty 80
Stand signsqty 20
Clipboardsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning cart
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors or speakers. Allow at least 6–8 weeks for outreach, registrations, program planning, and practical arrangements.
Close exhibitor registration before finalizing the booth layout. Use the confirmed list to assign tables, chairs, bar stools, power access, and any space needed for laptops or displays.
Collect dietary requirements with the registration form and send the final numbers to the caterer at least 7 days before the fair. This gives you time to adjust quantities and serving arrangements.
Test the presentation setup before guests arrive. Check the projector, screen, speakers, wireless microphones, HDMI cables, extension cords, and power strips in the actual rooms, ideally 60–90 minutes before opening.
Prepare the visitor flow the day before: print the registration list, name badges, program, and signs, then place the registration desk near the entrance. Keep power banks, spare cables, and waste bins accessible during the event.

Frequently asked questions

How far in advance should I organize a Startup Fair?: Start 6–8 weeks before the event. Secure the date and venue first, then invite exhibitors and speakers, open registration, finalize the program, and book catering and equipment.
When should Startup Fair exhibitor registration close?: Close registration at least 10–14 days before the fair if you need a detailed booth layout and printed badges. Keep a short buffer for late confirmations and changes.
How much catering do I need for a Startup Fair?: Base the order on confirmed registrations and dietary requirements, then add about 10% extra portions for walk-ins and larger appetites. Confirm final numbers with the caterer 7 days before the event.
How early should I set up a Startup Fair venue?: Open the venue 90–120 minutes before guests arrive. Use the first 30 minutes to check rooms and power, then set up tables, chairs, the registration desk, signage, technology, and catering.

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