Trade fair checklist: what to arrange and when

A trade fair involves more than booking a venue and placing stands. You need to coordinate exhibitors, registrations, visitor details, badges, catering, equipment and wayfinding before the doors open. Start with the date, venue and exhibitor list, then move to promotion and registration. In the final weeks, confirm dietary requirements, stand numbers, deliveries and technical equipment so small omissions do not disrupt the event.

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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

Set the trade fair date and times
2 people
Confirm the trade fair venue
2 people
Select exhibitors
3 people
Invite exhibitors
2 people
Invite attendees
2 people
Publish registration form
Start social media promotion
2 people
Send newsletter
Create the booth layout
2 people
Assign stand numbers
Send exhibitor information
2 people
Process registrations
2 people
Collect dietary requirements
Check name details
2 people
Prepare badges
2 people
Print the visitor list
Call Exhibitors Back
2 people
Order catering
2 people
Order drinks
Check the shopping list
2 people
Do the shopping
3 people
Confirm catering delivery
Check equipment
2 people
Collect presentations
Prepare route signs
2 people
Print the program
2 people
Sort materials
3 people
Welcome exhibitors
3 people
Check unloading of transport
3 people
Set up tables and chairs
5 people
Build stage walls
5 people
Hang up stand numbers
2 people
Place tablecloths
3 people
Place promotional materials
4 people
Set up registration desk
2 people
Lay out badges
2 people
Build the catering buffet
4 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Check the lighting
2 people
Clear emergency routes
2 people
Signpost the entrance
2 people
Set up the press room
2 people
Brief the opening team
3 people

Event

Staff the registration desk
3 people
Hand out visitor badges
3 people
Welcome exhibitors
2 people
Direct visitors to booths
2 people
Announce the opening
Facilitate presentations
2 people
Manage microphone
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Provide visitor information
2 people
Guide photo moments
Announce the closing
Escort the last visitors
2 people

Aftercare

Check out exhibitors
2 people
Gather promotional materials
3 people
Switch off the equipment
2 people
Dismantle booth walls
5 people
Clear tables and chairs
5 people
Collect tableware
3 people
Wash dishes
3 people
Pack leftovers
2 people
Sort waste
3 people
Clean the venue
4 people
Return materials
3 people
Return rental items
2 people
Register lost property
Send thank-you message

What to bring

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

Furniture

Standing tablesqty 20
Visitor tablesqty 12
Chairsqty 80
Registration desk
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 8
Display wallsqty 20
Tableclothsqty 32

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Mixer
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 12
Extension cordsqty 12
Charging stationsqty 2
Presentation clickerqty 2
Cable matsqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 160
Wine glassesqty 120
Platesqty 120
Coffee spoonsqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 12
Thermos flasksqty 6

Decorations

Entrance banner
Directional signsqty 12
Booth numbersqty 20
Program standsqty 6
Table signsqty 20
Flower arrangementsqty 8
Buntingqty 6
Poster puttyqty 6
Double-sided tapeqty 12
Ropeqty 2
Scissorsqty 6
Staplersqty 4
Spare pensqty 30

Catering

Badge holdersqty 140
Lanyardsqty 140
Name stickersqty 150
Distribution traysqty 40
Serving plattersqty 20
Drink dispensersqty 4
Coffee filtersqty 150
Sugar bowlsqty 6
Milk jugsqty 6
Bottle openersqty 4
Groceries

Cleaning

Vacuum cleaner
Mop setsqty 2
Cleaning bucketsqty 3
Hand broomsqty 3
Dustpansqty 3
Toilet brushesqty 3
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Lighting

LED lampsqty 12
Light cablesqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving knivesqty 6
Pliersqty 6
Ice packsqty 20
Storage binsqty 20
Aluminum foilqty 4
Cling filmqty 4
Kitchen glovesqty 4
Serving cartsqty 2

Tips

Set the date, opening hours and venue before inviting exhibitors. Allow at least 8–12 weeks for exhibitor confirmations, visitor promotion and practical planning.
Create the stand layout before sending exhibitor information. Assign every stand a number and share the floor plan, arrival instructions and required presentation details at least 2 weeks before the fair.
Close registration details several days before the event. Check names, print the visitor list, prepare badges and collect dietary requirements before placing the catering order.
Test the technical setup before exhibitors arrive. Check the laptop, projector, screen, speakers, wireless microphones, mixer, presentation clicker, power strips and extension cords together rather than separately.
Confirm deliveries and room equipment on the final working day. Count tables, chairs, stand walls, tablecloths, waste bins, cups, glasses, plates and cutlery, and place cable mats wherever visitors may cross cables.

Frequently asked questions

How far in advance should I organise a trade fair?: Start planning 8–12 weeks before the event. This gives you time to confirm the venue, select and invite exhibitors, publish registration, promote the fair and order supplies.
When should trade fair registration close?: Close registration 3–7 days before the fair if you need an accurate visitor list and printed badges. Use that time to check name details and collect final dietary requirements.
When should I send exhibitors their stand information?: Send stand numbers, the layout, arrival details and practical instructions at least 2 weeks before the event. Call exhibitors back within 2–3 working days if they have not confirmed their details.
How early should catering and drinks be ordered for a trade fair?: Place the catering and drinks order at least 7–10 days before the event, using the registration count and dietary requirements. Confirm the delivery time again 1–2 working days beforehand.

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