Trade fair checklist: what to arrange and when

A trade fair depends on dozens of small decisions being made in the right order. Set the date and venue before you assign booth spaces, then give exhibitors clear deadlines for registration, presentations and staffing. In the final weeks, check attendee data, dietary requirements, badges, signage and technical equipment rather than assuming someone else has covered them. This checklist helps you move from the first floor plan to a ready registration desk and a workable event day.

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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 fair date and location
2 people
Compile exhibitor list
2 people
Design the trade show floor plan
2 people
Assign pitch locations
2 people
Prepare exhibitor terms and conditions
2 people
Open participant registration
2 people
Send invitations
2 people
Publish the fair program
2 people
Confirm speakers and demonstrations
2 people
Book catering
Check registration details
2 people
Collect dietary requirements
2 people
Order badges and wristbands
Order trade show materials
2 people
Send exhibitor information
2 people
Process registrations
2 people
Send parking information
Collect presentations
Confirm booth staff
2 people
Prepare name badges
2 people
Print direction signs
Print booth numbers
Export visitor list
Check badge details
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check floor and entrance
2 people
Build stage walls
4 people
Set up standing tables and chairs
4 people
Hang up stand numbers
2 people
Set up registration desk
2 people
Set up the presentation area
3 people
Test the projector and screen
2 people
Test the microphone and laptop
2 people
Check lighting and cables
2 people
Set up signage
2 people
Distribute promotional materials per booth
2 people
Set Up Coffee and Water Stations
2 people
Set out snacks
3 people
Lay out badges
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out badges
2 people
Explain the program and route
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Facilitate presentations
2 people
Welcome speakers
Announce presentations
Operate technical equipment during presentations
Answer questions at the booths
2 people
Empty trash bins
2 people
Check toilets
Set up the evening drinks reception
3 people
Serve the evening drinks reception
3 people
See off guests and manage departure
2 people
Check out exhibitors
2 people

Aftercare

Secure presentation materials
2 people
Dismantle booth materials
4 people
Collect furniture
4 people
Remove decorations
2 people
Pack equipment
2 people
Wash dishes
3 people
Sort and remove waste
2 people
Clean the floor and tables
3 people
Clean the restrooms
2 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message to exhibitors
Send follow-up messages to visitors
2 people

What to bring

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

Furniture

Display wallsqty 50
Standing tablesqty 50
Visitor chairsqty 120
Foldable tablesqty 12
Registration deskqty 2
Lounge armchairsqty 12
High tablesqty 12
Dressing tablesqty 4
Waste binsqty 16
Clothes racksqty 4

Tableware

Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 120
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Presentation clicker
Extension cordsqty 20
Power stripsqty 20
Cable reelsqty 6
USB sticksqty 4
Coolersqty 6
Coffee machinesqty 4
Kettlesqty 3
Hot platesqty 4
Handheld scannersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Serving spoonsqty 8
traysqty 12
Ice packsqty 24

Decorations

Company flagsqty 12
Plantsqty 24
Tableclothsqty 20
Bannersqty 12
Name badge holdersqty 60
Photo backdrop

Lighting

LED string lightsqty 12
LED floor lampsqty 8
Emergency lightingqty 4

Catering

Badge holdersqty 350
Lanyardsqty 350
Napkinsqty 500
Paper cupsqty 400
Name stickersqty 400
Pen setsqty 30
Notepadsqty 350
Serving traysqty 12
Groceries

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning sprayqty 6
Microfiber clothsqty 30
Trash bag holdersqty 16
Toilet brushesqty 4
Rubber glovesqty 12

Tips

Create the floor plan before confirming booth assignments. Mark display walls, tables, visitor seating, the registration desk and clear routes, then send each exhibitor their exact pitch location.
Set exhibitor deadlines at least 2–3 weeks before the fair for terms and conditions, booth staff, presentations and technical requests. This leaves time to chase missing information and adjust the programme.
Close registration details 3–5 days before opening. Export the visitor list, check badge names and dietary requirements, and order or print badges only after the final corrections.
Test every presentation setup before doors open: laptop, projector, screen, wireless microphone, clicker, extension cords, power strips and cable reels. Bring presentations on at least one USB stick as a backup.
Plan the first hour separately from the rest of the day. Prepare 2–3 drinks per person for that period, position coffee pots, water jugs and glasses where queues will not block registration, and empty waste bins before the first visitors arrive.

Frequently asked questions

How early should I start organising a trade fair?: Start at least 12–16 weeks before the fair. The date, venue, exhibitor list and floor plan come first; invitations, registration and the programme can follow once those decisions are fixed.
When should trade fair exhibitors receive their booth information?: Send booth locations, terms, arrival instructions and deadlines at least 3 weeks before the event. Ask for final booth staff names, presentations and equipment needs no later than 2 weeks before opening.
When should I finalise trade fair visitor registrations?: Aim to close the main registration check 3–5 days before the fair. Use that window to correct badge details, export the visitor list, confirm catering numbers and send parking information.
What technical equipment do I need for trade fair presentations?: Allow one laptop, projector, projection screen and presentation clicker for each presentation area, plus a wireless microphone if the room is large. Test the complete setup at least 2 hours before visitors arrive and keep presentations on a USB stick.

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.