Trade fair planning checklist

A trade fair runs smoothly when exhibitor details, visitor registration and venue logistics are handled in the right order. Start by building the participant list and collecting dietary requirements, then confirm suppliers and the booth layout before printing badges, programmes and signs. In the final days, check Wi-Fi, power, furniture, catering and transport. On the event day, keep the loading zone clear, open the venue early and complete registration before visitors arrive.

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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

Create the participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
Inform exhibitors
2 people
Create the booth layout
2 people
Prepare visitor registration
2 people
Design name badges
Print name badges
2 people
Print direction signs
Print programs
2 people
Sort wristbands
Arrange exhibitor booths
Order catering quantities
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check materials
2 people
Load transport
3 people
Open venue
2 people
Clear the loading zone
2 people
Set up tables and chairs
4 people
Set up booth walls
4 people
Apply stand numbers
2 people
Set up power points
3 people
Hang lighting
2 people
Decorate the entrance
2 people
Put up route signs
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Present snacks
2 people
Place waste stations
2 people
Check toilets
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Register visitors
4 people
Welcome visitors
2 people
Explain the program
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Support exhibitors
2 people
Staff the registration desk
2 people
Empty waste stations
2 people
Check toilets periodically
Wave goodbye to visitors
2 people
Check out exhibitors
2 people

Aftercare

Pack leftovers safely
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle booth walls
4 people
Dismantle lighting
2 people
Roll up power cables
3 people
Remove decorations
2 people
Collect waste
3 people
Clean the venue
3 people
Inventory materials
2 people
Return materials
3 people
Return borrowed items
2 people
Store unused groceries
2 people
Archive registration details
Collect invoices

What to bring

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

Furniture

Standing tablesqty 12
Trade fair tablesqty 20
Chairsqty 120
Registration deskqty 2
Buffet tablesqty 4
Stoolsqty 16
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopqty 2
Printer
Wi-Fi router
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Handheld microphone
Power banksqty 4

Lighting

LED lampsqty 10
Mood lightingqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Small bowlsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 8
Serving spoonsqty 8
Kitchen towelsqty 12

Decorations

Display wallsqty 12
Tableclothsqty 24
Booth numbersqty 24
Trade fair bannersqty 4
Flower arrangementsqty 8

Registration

Name badge holdersqty 130
Wristbandsqty 130
Clipboardsqty 6
Desk pensqty 20
Storage foldersqty 10
Badge traysqty 4

Communication

Route signsqty 12
Program standsqty 6
Directional signsqty 10
A4 information boardsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 24

Safety

First aid kit
Cable matsqty 12
Work glovesqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the fair. Use the final participant list to print name badges, prepare wristbands and check dietary requirements with the caterer.
Finish the booth layout and apply stand numbers before exhibitors arrive. Allow at least 2 hours for booth walls, tables, chairs and signage if several stands share the same room.
Test the laptop, printer, Wi-Fi router, microphone and charging stations at least 1 day in advance. Pack extension cords and power strips with the equipment rather than searching for them during setup.
Order catering from the confirmed registration numbers, then add a small buffer for walk-ins. Chill drinks and prepare snacks before doors open so the registration desk is not left unattended.
Schedule venue access at least 3 hours before visitor opening. Use the first part of that window for unloading, then set up furniture, booths, registration and catering in separate work stages.

Frequently asked questions

How early should I start organising a trade fair?: Start 8 to 12 weeks before the event if exhibitors and suppliers are involved. Set the registration deadline about 7 days before opening so badges, booth planning and catering quantities can be finalised.
What should be prepared the day before a trade fair?: Print name badges, programmes and direction signs, check all materials, test the laptop, printer, Wi-Fi and microphone, and confirm supplier arrival times. Chill drinks and pack equipment so setup can begin immediately.
How much setup time does a trade fair need?: Allow at least 3 hours before visitors arrive for unloading, tables and chairs, booth walls, stand numbers, registration and catering. Add another hour if the venue has restricted loading access or many exhibitors.
How do I plan catering quantities for a trade fair?: Base quantities on the final registration list and include a buffer for late registrations and walk-ins. Confirm dietary requirements at least 7 days beforehand, then prepare drinks, snacks and serving equipment before registration opens.

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.