Trade fair checklist: what to arrange and when

A trade fair involves more than booking a venue and inviting exhibitors. You need a clear exhibitor process, a workable floor plan, reliable registration, tested technology and practical visitor information. Start with the date, venue and participation rules, then build the exhibitor and attendee lists before ordering badges, signage and catering. This checklist helps you keep deadlines visible and catch details that are often left until the final week.

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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 trade fair date
2 people
Create exhibitor list
2 people
Set participant terms
2 people
Invite exhibitors
2 people
Open the registration form
Invite attendees
2 people
Post promotion online
2 people
Distribute promotion
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Create the booth layout
2 people
Compile program
2 people
Book catering
Create parking information
Create floor plan
Order badges and wristbands
Prepare signage
2 people
Test the equipment
2 people
Send exhibitor information
Process final registrations
2 people
Print visitor list
Check stock
2 people
Do the shopping
2 people
Bring materials to the venue
3 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up tables and chairs
4 people
Set out pitches
3 people
Set up booth furniture
4 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Set up the sound system
2 people
Test presentations
2 people
Conduct a safety check
2 people
Brief the reception team
4 people
Give exhibitor briefing
2 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out badges
2 people
Explain the program
2 people
Support exhibitors
2 people
Facilitate presentations
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep Track of the Coffee Station
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Check the route and booths
2 people
Announce evening program
Do a final round past the stands
2 people
See visitors out
3 people
Have exhibitors dismantle their booths
3 people

Aftercare

Collect lost and found items
Switch off equipment
2 people
Collect stand materials
3 people
Dismantle tables and chairs
4 people
Collect tableware
2 people
Sort waste
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Return materials
3 people
Return rental items
2 people
Store leftover stock
2 people
Send the exhibitor thank-you message
Send a thank-you message to visitors
Share photos with participants

What to bring

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

Furniture

Exhibition tablesqty 30
Bistro tablesqty 12
Chairsqty 180
High tablesqty 10
Table skirtsqty 30
Registration desk
Stoolsqty 8

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Cable matsqty 12
Flip chartsqty 4
Markersqty 24
Pensqty 100

Tableware

Coffee cupsqty 120
Glassesqty 180
Wine glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 8
Coolersqty 6
Serving traysqty 8
Serving jugsqty 6

Decorations

Company bannersqty 6
Flagsqty 12
Balloonsqty 100
Table décorqty 30
Name badge holdersqty 40

Lighting

LED spotlightsqty 12
String lightsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4
Waste binsqty 12

Catering

Groceries

Tips

Set the exhibitor deadline before opening attendee registration, so you can create the stand layout with confirmed names, table needs and access requirements. Leave at least 7 days between the final exhibitor confirmation and printing badges or the visitor list.
Measure the venue before assigning stands. Include space for the registration desk, aisles, bistro or high tables, seating, screens and cable routes; keep walkways clear rather than filling every available metre.
Test every presentation setup at the venue, including laptops, projectors, screens, speakers, microphones, the mixer and extension leads. Do this at least 2 hours before doors open, then tape down or cover cables with cable mats.
Ask for dietary requirements when people register, not after catering is booked. Confirm the final headcount and special meals at least 3 working days before the fair, and check that coffee machines, cups, glasses, plates and serving cutlery are available.
Prepare visitor and exhibitor information as two separate messages. Send parking details, arrival times, the floor plan, badge instructions and contact information to exhibitors at least 5 days ahead, then print the final visitor list after registrations close.

Frequently asked questions

How far in advance should I start planning a trade fair?: Start at least 12 weeks before the fair if you need exhibitors, catering and venue technology. Fix the date and venue first, then allow several weeks for invitations, registrations, promotion and the floor plan.
When should trade fair exhibitor registration close?: Close exhibitor registration at least 10 to 14 days before the event. This gives you time to confirm participants, assign stands, collect requirements and send the final exhibitor information.
How many days before a trade fair should catering be booked?: Book catering once you have a realistic registration estimate, usually 3 to 4 weeks before the fair. Confirm the final number of portions and dietary requirements at least 3 working days before the event.
When should I test the technology for a trade fair?: Run a full venue test at least 1 day before the fair when possible, including projection, sound, microphones and power. Repeat a short check 2 hours before opening so faults can be fixed before visitors arrive.

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.