Trade fair checklist: what to arrange and when

A trade fair depends on dozens of details lining up before exhibitors and visitors arrive. Set the date and venue first, then secure participating companies, booth spaces, registrations, catering, speakers and the floor plan. In the final weeks, confirm every exhibitor, collect logos and dietary requirements, print badges and signs, and test the technology. Use this checklist to keep the planning sequence clear and avoid the details that are often left until the last few days.

Organize this event for free with Lizzt

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
Select participating companies
3 people
Allocate Booth Space
2 people
Send participant terms and conditions
2 people
Publish registration form
Send invitations
2 people
Distribute promotional materials
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Confirm exhibitors
2 people
Compile program
2 people
Confirm speakers
2 people
Create floor plan
Assign stand numbers
2 people
Prepare name badges
2 people
Check visitor list
2 people
Send confirmation email
Collect logos and files
2 people
Design trade show signs
2 people
Print signs and badges
2 people
Send participant information
Check catering order
Test the equipment
2 people
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the registration desk
2 people
Set up booth materials
4 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang signage boards
3 people
Place flyers and business cards
3 people
Set up the presentation area
3 people
Set up signage
2 people
Set up the catering buffet
3 people
Prepare the registration list
2 people
Perform final technical check
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Hand out name badges
2 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Support exhibitors
2 people
Facilitate presentations
2 people
Distribute snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Answer visitor questions
2 people
Restock brochures
2 people
Empty trash bins
2 people
Guide visitors to the exit
2 people
Check out exhibitors
2 people

Aftercare

Collect stand items safely
4 people
Dismantle booth walls
4 people
Clear tables and chairs
4 people
Collect tableware
3 people
Sort waste
3 people
Clear the presentation area
3 people
Clean the venue
4 people
Remove decorations
2 people
Pack up equipment
2 people
Collect lost and found items
Return materials
2 people
Wash dishes
3 people
Store leftovers
2 people
Send participant thank-yous
Send visitor thank-you notes
Archive invoices and receipts
Return unused materials
2 people

What to bring

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

Furniture

Fair countersqty 12
Tablesqty 24
Chairsqty 80
High tablesqty 12
Display wallsqty 24
Clothes racksqty 4
Coat racksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving traysqty 12

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 12
Power stripsqty 16
USB sticksqty 4
Coolersqty 6
Cable reelsqty 4
Presentation clickersqty 2

Registration

Registration desksqty 2
Name badge holdersqty 150
Badge lanyardsqty 150
Clipboardsqty 4
Desk pensqty 20
Visitor formsqty 200
Wristbandsqty 150

Promotion

Company bannersqty 12
Trade fair floor plansqty 150
Program leafletsqty 150
Business card holdersqty 24
Pens for visitorsqty 200
Notepadsqty 150
Promotional bagsqty 150

Decorations

Buntingqty 12
Plantsqty 16
Table runnersqty 24
Table decorationsqty 24
Directional signsqty 20

Lighting

LED string lightsqty 8
LED lightsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 4
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Cooling matsqty 8

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Cleaning clothsqty 24

Safety

Cable matsqty 16
Warning signsqty 6

Groceries

Groceries

Tips

Create the floor plan before assigning booth numbers. Allow space for registration, catering, presentation screens and clear walkways, then send each exhibitor their confirmed stand details.
Set a firm deadline for exhibitor information, including logos, files, dietary requirements and presentation needs. Chasing missing files during the final week can delay signs, badges and the programme.
Send the confirmation email only after the visitor list, programme, access details and registration information have been checked together. This gives visitors one reliable source instead of several conflicting updates.
Order catering from the final registration numbers and include dietary requirements in the supplier brief. Recheck the order several days before the fair, especially coffee cups, glasses, plates and serving equipment.
Test laptops, projectors, screens, speakers, microphones, presentation clickers and power connections before doors open. Bring extension cords, power strips, cable reels and USB sticks so a missing connection does not stop a presentation.

Frequently asked questions

How far in advance should I start organising a trade fair?: Start at least 12 weeks before the fair. That gives you time to confirm the venue and exhibitors, publish registration, build the programme, arrange catering and produce signage and badges.
When should trade fair exhibitors receive their stand numbers?: Send stand numbers once the floor plan is stable, ideally 3 to 4 weeks before the event. Include setup instructions, participant conditions, file deadlines and any presentation requirements in the same message.
When should I order catering for a trade fair?: Place the initial catering order about 2 weeks before the fair, based on current registrations. Confirm the final guest count and dietary requirements 3 to 5 days before the event.
What should I test the day before a trade fair?: Test every laptop, projector, projection screen, speaker, microphone and presentation clicker the day before. Check power strips, extension cords and cable reels as well, and keep presentations on a USB stick as backup.

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.