Startup Fair checklist: what to arrange and when

A Startup Fair involves more than booking a room and inviting exhibitors. You need time to recruit companies and speakers, build a workable presentation schedule, process registrations, and prepare each stall. This checklist takes you from the first venue and budget decisions to name badges, catering, equipment, permits, and event-day logistics. Start early with anything that depends on outside responses, especially exhibitor confirmations, dietary requirements, presentations, and insurance checks.

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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 venue
Set the date and program
2 people
Prepare the budget
2 people
Recruit exhibitors
3 people
Approach speakers
2 people
Open the registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Assign stalls
2 people
Create the presentation schedule
2 people
Order catering
2 people
Reserve equipment
Order print materials
Check permits
Check insurance
Recruit volunteers
2 people
Assign tasks
2 people
Send exhibitor information
Collect presentations
Prepare name badges
2 people
Print direction signs
Print program leaflets
2 people
Test the equipment
2 people
Check stock
2 people
Do the shopping
2 people
Prepare catering
3 people
Prepare visitor list
Open venue
2 people
Mark out stand spaces
3 people
Set up tables and chairs
4 people
Hang stand banners
3 people
Set up exhibitor booths
8 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Connect sound equipment
2 people
Set up registration desk
2 people
Put up route signs
2 people
Set up the coffee station
2 people
Chill drinks
2 people
Set out snacks
3 people
Do a technical rehearsal
3 people
Briefing for reception team
2 people

Event

Welcome exhibitors
3 people
Register visitors
4 people
Hand out name badges
2 people
Hand out program brochures
2 people
Host the opening
2 people
Guide visitors around
3 people
Facilitate presentations
2 people
Operate microphones
Coordinate presentation changes
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect waste
2 people
Check toilets
Track inventory
Maintain contact with exhibitors
2 people
Facilitate the networking session
3 people
Announce evening program
Present closing
2 people
See visitors out
3 people

Aftercare

Have exhibitors dismantle their booths
4 people
Switch off equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Dispose of waste
3 people
Put tables and chairs back
4 people
Clean the venue
4 people
Check borrowed items
2 people
Return equipment
2 people
Store leftover stock
2 people
Thank exhibitors
Follow up with visitors
2 people
Check invoices

What to bring

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

Furniture

Trade fair tablesqty 24
Chairsqty 180
Bar stoolsqty 20
Registration desk
Lounge sofasqty 4
High tablesqty 12
Display panelsqty 24
Brochure racksqty 12

Equipment

Projector
Projection screen
Laptopqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 4
Coolersqty 4
Wi-Fi routerqty 2

Decorations

Booth coversqty 12
Company name signsqty 12
Route signsqty 10
Program standsqty 6
Plantsqty 12
Tableclothsqty 24
Buntingqty 8
Name badge holdersqty 180

Tableware

Coffee cupsqty 180
Glassesqty 220
Platesqty 200
Cutlery setsqty 200

Kitchen

Coffee machinesqty 3
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 6
Soup ladlesqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Mopsqty 2
Cleaning bucketsqty 2

Lighting

Standing lampsqty 8
LED light stringsqty 6

Catering

Groceries

Tips

Set the date, venue, and program before promoting the fair. Allow at least 8–12 weeks for exhibitor recruitment, speaker outreach, registrations, printing, and final confirmations.
Give exhibitors a firm information deadline, ideally 10–14 days before the fair. Collect their company details, presentation files, power or Wi-Fi needs, and any special setup requests before assigning stalls.
Keep the presentation schedule separate from the stall plan. Confirm every speaker and presentation at least 7 days in advance, then prepare the laptop, projector, screen, speakers, wireless microphones, and extension cords.
Plan registration and visitor flow together. Put the registration desk near the entrance, print name badges and route signs before the event, and keep a few blank badges available for late arrivals.
Order catering only after registration numbers and dietary requirements have been reviewed. Recheck the final count 3–5 days before the fair, and place cups, glasses, plates, coolers, and charging stations where they will not block stall traffic.

Frequently asked questions

How far in advance should I organize a Startup Fair?: Start planning 8–12 weeks before the event. Venue availability, exhibitor recruitment, speaker confirmations, permits, insurance, catering, and printed materials all need separate lead times.
When should Startup Fair exhibitors be confirmed?: Aim to confirm exhibitors 3–4 weeks before the fair and collect their final information no later than 10–14 days beforehand. Use that information to assign stalls, prepare company signs, and finalize the exhibitor instructions.
When should I send Startup Fair invitations?: Send the first invitations as soon as the date, venue, and core program are fixed, usually 6–8 weeks before the fair. Send a reminder 10–14 days before the event and close or review registrations 3–5 days before catering is finalized.
What equipment do I need for a Startup Fair?: For presentations, plan for a projector, projection screen, laptop, speakers, wireless microphones, microphone stands, extension cords, and power strips. Also check Wi-Fi coverage and provide charging stations if exhibitors or visitors will rely on phones and laptops.

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.