Trade fair checklist: what to arrange and when

A trade fair needs more than booked exhibitors and a room with tables. You need a clear timeline for registrations, booth planning, speakers, catering, visitor communication, badges, equipment, and venue access. Start by fixing the date, audience, and exhibitor offer, then build the floor plan and programme around confirmed participants. In the final days, focus on details that are easy to miss: dietary requirements, alphabetical badges, power access, presentation testing, and getting materials to the venue.

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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
Recruit exhibitors
2 people
Define target audience
2 people
Prepare exhibitor package
2 people
Publish registration form
Send invitations
2 people
Publish promotional posts
Process exhibitor registrations
2 people
Process visitor registrations
2 people
Collect dietary requirements
Collect exhibitor information
2 people
Create the booth layout
2 people
Compile program
2 people
Confirm speakers
Reserve suppliers
Determine catering quantities
2 people
Prepare badges
2 people
Send the exhibitor briefing
Send visitor reminder
Sort name badges alphabetically
2 people
Check catering order
Gather promotional materials
2 people
Test the equipment
2 people
Bring materials to the venue
3 people
Open venue
2 people
Clear the loading and unloading area
2 people
Mark exhibition floor
3 people
Set up exhibition walls
4 people
Set up standing tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Welcome exhibitors
3 people
Help exhibitors set up
4 people
Set up stage and speaking area
3 people
Set up presentations
2 people
Hang up signage
2 people
Set up decorations
2 people
Set up catering
3 people
Chill drinks
2 people
Prepare registration materials
2 people
Check escape routes
2 people
Carry out the final technical test
2 people
Hold team briefing
6 people

Event

Staff the entrance desk
3 people
Register visitors
3 people
Hand out badges
2 people
Direct visitors to booths
2 people
Announce the opening
Guide speakers
2 people
Support presentations
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the coffee station
Empty trash bins
2 people
Check toilets
Answer booth questions
2 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
3 people
See off the last visitors
2 people
Check out exhibitors
2 people

Aftercare

Have exhibitors dismantle their booths
4 people
Clean up catering
3 people
Collect tableware
2 people
Switch off equipment
2 people
Dismantle stand materials
4 people
Put furniture back
3 people
Remove decorations
2 people
Sort and remove waste
3 people
Clean the venue
3 people
Wash dishes
2 people
Inventory materials
2 people
Set aside damaged materials
Return rental items
2 people
Register lost and found items
Send visitor thank-you gifts
Send exhibitor thank-you gift
Archive presentation materials
Archive attendance list

What to bring

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

Furniture

Display wallsqty 20
Standing tablesqty 20
Visitor tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Stage
Speaker table
Waste binsqty 12
Clothes racksqty 4

Equipment

Laptopsqty 4
Screensqty 4
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Power banksqty 4
WiFi hotspotqty 2
Presentation clickerqty 2
Cable traysqty 20

Tableware

Drinking glassesqty 160
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 160
Cutlery setsqty 160
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 12
Small bowlsqty 24
Corkscrewsqty 4

Decorations

Company flagsqty 10
Plantsqty 12
Table runnersqty 20
Decorative panelsqty 6

Lighting

LED light setsqty 8
String lightsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 24
Hand broomsqty 3
Dustpan and brushqty 3
Dispensersqty 8

Registration

Name badge holdersqty 350
Lanyardsqty 350
Registration table foldersqty 4
Pen setsqty 12
Clipboard foldersqty 6

Presentation

Flip chartsqty 3
Flip chart standsqty 3
Whiteboardsqty 2
Whiteboard markersqty 12
Needle boardsqty 4
Directional signsqty 12
Information boardsqty 20

Security

Bollardsqty 8
Barrier tapeqty 4
Flashlightsqty 4

Tools

Toolboxesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Vernier caliperqty 2
Scissor setsqty 6
Tape measuresqty 3

Catering

Groceries

Tips

Set the date and opening hours before recruiting exhibitors, then give exhibitors a firm registration deadline. This leaves time to process registrations, collect company details, and create the booth layout.
Send the exhibitor package with practical information, not just an invitation. Include setup and opening times, booth dimensions, available furniture, power and WiFi arrangements, programme details, and the deadline for promotional materials.
Create the booth layout only after you know how many exhibitors are attending. Leave clear routes to the registration desk, stage, catering area, and exits, and check that each stand has access to the equipment it needs.
Order catering from confirmed visitor and exhibitor numbers, then add a small buffer rather than guessing early. Check dietary requirements before finalising the order and confirm coffee machines, cups, glasses, plates, cutlery, and serving trays.
Run an equipment check before the event day: test laptops, screens, projector, microphones, speakers, mixer, clicker, extension cords, and power strips. Label cables and power banks, and bring a WiFi hotspot if venue connectivity is uncertain.

Frequently asked questions

How early should I start planning a trade fair?: Start at least 8 to 12 weeks before the event. Use the first weeks to set the date, define the audience, recruit exhibitors, publish registration forms, and reserve suppliers.
When should trade fair exhibitors register by?: Set the exhibitor deadline at least 3 weeks before opening day. You need time to process registrations, collect exhibitor information, finish the booth layout, prepare badges, and send the briefing.
How much catering do I need for a trade fair?: Base the order on confirmed visitors, exhibitors, speakers, and crew, then add about 10% for late arrivals and unexpected demand. Finalise quantities after dietary requirements have been collected, preferably 7 to 10 days before the event.
When should I send trade fair reminders?: Send exhibitors their briefing about 1 to 2 weeks before the event and send visitors a reminder 2 to 3 days beforehand. Include arrival times, registration instructions, parking or transport details, and the programme.

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