Trade fair checklist: what to arrange and when

A trade fair needs more than booked tables and invited exhibitors. You also need accurate stand dimensions, a working registration process, clear visitor information and enough time to coordinate deliveries, catering and technical equipment. Start with the date, venue and room layout, then build the exhibitor and visitor lists before ordering badges, signage and printed materials. This checklist helps you keep the planning sequence clear and avoid last-minute gaps on the 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 trade fair date and times
2 people
Confirm the venue and room layout
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Register exhibitors
2 people
Collect stand dimensions
Update participant list
Collect dietary requirements
Book catering
2 people
Send parking information
Create a visitor map
2 people
Arrange exhibitor booths
2 people
Compile program
2 people
Coordinate deliveries with exhibitors
2 people
Order badges and wristbands
Design signage
Gather promotional materials
2 people
Check technical setup and power outlets
2 people
Brief the hosts
2 people
Check visitor registration
Prepare name badges
2 people
Assemble information folders
2 people
Check groceries
2 people
Set out supplies and materials
2 people
Confirm the venue and keys
Brief exhibitors on reception
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Welcome exhibitors
4 people
Supervise loading and unloading
4 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Number the stands
2 people
Hang up signage
2 people
Set up registration desk
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Lay out badges
2 people
Check safety route
2 people
Give staff briefing
3 people
Welcome visitors
4 people
Register visitors
4 people
Hand out badges
3 people
Support exhibitors
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check toilets
2 people
Announce the program
Facilitate presentations
2 people
Operate lighting and sound
2 people
Inform visitors about departure
2 people
See off the last exhibitors
3 people

Aftercare

Dismantle stand materials
4 people
Dismantle furniture
4 people
Switch off the equipment
2 people
Pack up materials
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Check borrowed items
2 people
Pack return shipments
2 people
Inform exhibitors about returns
Return rental items
2 people
Collect lost items
2 people
Collect expenses and invoices
Send thank-you message
Archive visitor data

What to bring

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

Furniture

Trade fair tablesqty 35
Chairsqty 120
Registration tablesqty 3
Bar stoolsqty 12
Display wallsqty 35
Clothes racksqty 6
Waste binsqty 12

Equipment

Laptopqty 3
Presentation screensqty 3
Projectorsqty 2
Projector screensqty 2
Microphonesqty 3
Speakersqty 4
Extension cordsqty 12
Power stripsqty 15
Cable reelsqty 4
Charging stationsqty 3
Walkie-talkiesqty 8
Handheld scannersqty 3
Tool casesqty 3

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 4
Chef and serving knivesqty 8
Storage binsqty 20
Pliersqty 12
Small bowlsqty 20

Decorations

Company flagsqty 12
Plantsqty 20
Table runnersqty 35
Counter skirtsqty 3
Logo backdropsqty 3
Lanyardsqty 350
Name badge holdersqty 350
Booth numbersqty 40
Information boardsqty 12
Directional signsqty 20
Floor stickersqty 30

Lighting

LED spotlightsqty 16
Atmosphere lightsqty 12
Light standsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 30

Catering

Groceries

Tips

Set the date, opening hours and room layout before inviting exhibitors. Ask each exhibitor for stand dimensions early, so tables, display walls, clothes racks and power access can be placed without blocking visitor routes.
Open visitor registration only after the programme, venue details and parking information are ready. Review the registration list regularly and prepare name badges from the latest version rather than an older spreadsheet.
Confirm catering quantities from registrations and dietary requirements, then check delivery times. For a full event day, allow roughly 1 litre of water per visitor and plan coffee, tea, cups, glasses, plates and cutlery for each service period.
Test every presentation screen, projector, microphone, speaker, laptop and power outlet before exhibitors arrive. Bring extension cords, power strips and cable reels, and tape or cover cables where visitors will walk.
Prepare the registration area, visitor map, information folders, badges and signage before the doors open. Brief hosts on the programme, exhibitor locations and how to handle missing registrations, then keep walkie-talkies available for quick coordination.

Frequently asked questions

How far in advance should I organise a trade fair?: Start at least 12 weeks before the event if you need to recruit exhibitors, collect stand details and arrange catering. Set the venue and date first, then allow 6 to 8 weeks for invitations and registration.
When should exhibitors receive the trade fair details?: Send the first invitation as soon as the date, venue and opening hours are confirmed, ideally 8 to 12 weeks ahead. Request stand dimensions, delivery requirements and technical needs no later than 3 weeks before the fair.
How many staff do I need for trade fair registration?: Plan one registration host for every 75 to 100 expected visitors during the busiest arrival period. Add at least one floating coordinator for exhibitor questions, deliveries and technical issues.
When should I prepare trade fair badges and signage?: Freeze the participant list 5 to 7 days before the event and print badges immediately afterwards. Finalise the visitor map, stand signs and directional signage at least 3 days before setup so there is time to correct errors.

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