Study choice fair checklist
A study choice fair needs more than a venue and a list of participating programs. You need a clear registration process, confirmed exhibitors, timed presentations and a layout that lets visitors move easily between information desks. Start by fixing the date and venue, then build the program and collect practical details from exhibitors and visitors. In the final week, focus on badges, signage, presentation tests, catering quantities and equipment checks so the event can start without last-minute chasing.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Record date and times
2 people
Reserve the fair venue
2 people
Create venue map
2 people
Contact participating programs
3 people
Open the registration form
Draft invitations
2 people
Send invitations
2 people
Post social media updates
Process registrations
2 people
Send registration confirmations
Collect dietary requirements
Collect training details
2 people
Assign exhibitors definitively
2 people
Set up presentation spaces
2 people
Create presentation schedule
2 people
Confirm presenters
Order catering
2 people
Check equipment
2 people
Design signage
Print participant list
Prepare name badges
2 people
Send exhibitor information
Collect presentations
Test presentations
2 people
Check groceries
2 people
Do non-perishable shopping
2 people
Purchase refrigerated products
2 people
Assemble information folders
3 people
Bring materials to the venue
3 people
Event
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Distribute stand materials
3 people
Welcome exhibitors
3 people
Guide exhibitors to their stands
3 people
Dress the standing tables
12 people
Hang up signage
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Connect the technical equipment
2 people
Test microphones
2 people
Check presentation rooms
2 people
Briefing for reception team
4 people
Brief exhibitors
3 people
Welcome visitors
4 people
Register visitors
3 people
Hand out programs
2 people
Inform visitors
3 people
Guide study choice interviews
6 people
Announce presentations
Operate presentation equipment
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Communicate schedule changes
Register lost property
Guide the final presentations
2 people
Wave goodbye to visitors
3 people
Have exhibitors take down their stands
4 people
Aftercare
Switch off equipment
2 people
Collect materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Store lost and found items securely
Lock up the venue
2 people
Return rented materials
2 people
Clear away leftover materials
2 people
Send thank-you message
Archive participant details
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Information desksqty 2
- Standing tablesqty 24
- Presentation tablesqty 4
- Visitor chairsqty 180
- Bar stoolsqty 12
- Folding chairsqty 20
- Coat racksqty 4
- Waste binsqty 12
- Changing room setup
Equipment
- Laptopsqty 4
- Projectorqty 2
- Projection screensqty 2
- Speakersqty 4
- Wireless microphonesqty 3
- Microphone standsqty 2
- Extension cordsqty 12
- Power stripsqty 12
- USB sticksqty 4
- Mobile card terminalsqty 2
- Walkie-talkiesqty 8
- Chargersqty 8
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
Tableware
- Coffee cupsqty 180
- Drinking glassesqty 180
- Serving traysqty 8
- Platesqty 180
- Cutlery setsqty 180
- Coffee spoonsqty 80
- Pitchersqty 6
Decorations
- Tableclothsqty 30
- Table signsqty 30
- Roll-up bannersqty 8
- Welcome sign
- Route signsqty 16
- Directional signsqty 20
- Chalkboardsqty 6
- Table décorqty 12
- Adhesive stripsqty 6
- Cable matsqty 12
Lighting
- LED floor lampsqty 8
- String lightsqty 4
Kitchen
- Serving bowlsqty 12
- Serving spoonsqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving traysqty 8
- Bottle openersqty 4
Registration
- Name badge holdersqty 250
- Badge clipsqty 250
- Pensqty 50
- Clipboardsqty 8
- Registration foldersqty 8
- Visitor formsqty 300
- Program bookletsqty 300
- Information foldersqty 250
- Wristbandsqty 250
- Cash box
- Name stickersqty 300
Cleaning
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 8
- Hand broomsqty 4
Catering
- Groceries
Tips
- Set the venue and opening hours before inviting study programs. You need enough space for information desks, standing tables, presentation areas, visitor chairs, coat racks and waste bins, with clear routes between them.
- Open registration early enough to collect dietary requirements and training details before catering and room assignments are final. Send confirmations as registrations are processed so visitors know what to expect.
- Create the presentation schedule only after participating programs and presenters are confirmed. Collect every presentation in advance and test it on the actual laptop, projector, screen and speakers you will use.
- Prepare visitor materials at least one working day before the fair: print the participant list, sort name badges, check signage and send exhibitors their final practical information. Keep spare USB sticks, chargers, extension cords and power strips together at the registration desk.
- Check catering and payment equipment against the expected attendance before doors open. Count coffee cups, drinking glasses, plates and cutlery, fill thermos flasks and coolers, and test mobile card terminals and walkie-talkies before the first visitors arrive.
Frequently asked questions
- How far in advance should I organise a study choice fair?
- Start at least 8 to 12 weeks before the fair. Reserve the venue first, then contact study programs, open registration and allow time to confirm exhibitors, presenters, catering and equipment.
- When should registration for a study choice fair open?
- Open registration around 6 weeks before the event, or earlier if attendance is expected to be high. Close or review registrations 5 to 7 days beforehand so dietary requirements, training details and catering numbers are usable.
- When should I confirm exhibitors and presentations?
- Confirm exhibitors no later than 3 weeks before the fair and presenters at least 10 days before it. Collect presentations several days in advance and test every file and connection before the event day.
- How much catering should I order for a study choice fair?
- Base the order on confirmed registrations and add roughly 10% for late additions and staff. Finalise the quantity 5 to 7 days before the fair, after checking dietary requirements and the expected duration of the program.
Start this plan in Lizzt
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