Trade fair checklist: what to arrange and when

A trade fair depends on more than booking a hall and inviting exhibitors. You need a workable floor plan, clear delivery instructions, visitor registration, badges, catering and a run sheet that staff can use on the day. Start with the date, opening hours and venue, then work through exhibitors, visitors, logistics and safety in that order. This checklist helps you spot the details that are often left until the final week, including power, signage, dietary requirements and emergency information.

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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 opening hours
Reserve the venue and exhibition floor
Creating a floor plan of the exhibition hall
2 people
Contact exhibitors
2 people
Open the exhibitor registration form
Send invitations to visitors
2 people
Process registrations
2 people
Collect dietary requirements
Assign booth spaces to exhibitors
2 people
Send exhibitor information
Place catering order
Design name tags and badges
Design signage
Record the program and demonstrations
2 people
Register exhibitor deliveries
2 people
Check permits and safety rules
Check first aid and emergency exits
2 people
Prepare visitor registration
2 people
Sort badges and wristbands
2 people
Print the run sheet and contact list
Check stock and materials
2 people
Do the shopping
2 people
Clear the exhibition floor
4 people
Build stage walls
6 people
Set up tables and chairs
4 people
Mark booths by exhibitor
2 people
Set up exhibitor booths
8 people
Set up demo materials safely
4 people
Hang up signage
2 people
Set up registration desk
2 people
Set up catering and coffee point
3 people
Chill drinks
2 people
Check lighting and power
2 people
Carry out safety checks
2 people
Test music and microphone
2 people
Lay out presentation materials
2 people
Check and restock toilets
2 people
Send the final visitor information

Event

Staff the registration desk
3 people
Welcome exhibitors
3 people
Welcome visitors
4 people
Hand out badges
2 people
Explain the program and route
2 people
Guide demonstrations
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Replenish catering supplies
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Keep the exhibition floor clean and clear
2 people
Announce presentations
Support exhibitors
2 people
Register lost property
Inform last visitors
2 people
Ensure visitors leave safely
3 people

Aftercare

Have exhibitors dismantle their booths
6 people
Clean up catering
3 people
Clean tableware and equipment
3 people
Collect and remove waste
4 people
Clean the expo floor
4 people
Dismantle booth walls and decorations
6 people
Sort and count materials
3 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Safely archive registration data
Handle lost and found
Send thank-you email to exhibitors
Send back recorded materials

What to bring

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

Furniture

Standing tablesqty 24
Visitor tablesqty 8
Chairsqty 80
High tablesqty 10
Bar stoolsqty 20
Registration deskqty 2
Waste binsqty 10
Clothes racksqty 4
Display wallsqty 30

Equipment

Laptopsqty 4
Tabletsqty 4
Label printer
Printersqty 2
Projectorsqty 2
Projection screensqty 2
Microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 16
Power banksqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee potsqty 4
Water jugsqty 6
Serving traysqty 12
Pliersqty 8
Storage binsqty 12

Decorations

Trade show bannersqty 6
Table signsqty 30
Program postersqty 12
Signage boardsqty 20
Tableclothsqty 16
Name badge holdersqty 100
Pen holdersqty 24

Safety

Safety helmetsqty 30
Safety vestsqty 20
Barrier tapeqty 6
Emergency exit iconsqty 12
First aid kitsqty 2
Non-slip matsqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Create the exhibition floor plan before assigning booth spaces. Leave clear routes to the registration desk, exits, demonstrations and catering, and confirm each exhibitor’s space before sending the final information.
Set an exhibitor deadline for registrations, booth requirements and dietary details at least 2–3 weeks before opening. Use the final list to print badges, prepare the contact list and plan deliveries.
Give every delivery a time window and a named contact. Register exhibitor deliveries before setup day so boxes, display walls and equipment do not block the exhibition floor or emergency exits.
Test the technical setup before doors open, including laptops, projectors, screens, microphones, speakers, extension cords and power strips. Keep power banks available for registration tablets and label any shared equipment.
Prepare the registration desk before the first visitor arrives: sort badges and wristbands, load the label printer, charge tablets and place the visitor list, signage and spare supplies within reach. Print the run sheet and emergency contacts for the team.

Frequently asked questions

How far in advance should I start planning a trade fair?: Start at least 8–12 weeks before the event. Set the date and venue first, then allow time for exhibitor registration, visitor invitations, booth assignments, catering, permits, signage and technical checks.
When should exhibitors receive their booth assignments?: Send confirmed booth assignments and exhibitor information 2–3 weeks before opening. This gives exhibitors time to plan deliveries, displays, demonstrations and staffing, while leaving you time to correct gaps in the floor plan.
How much time do I need to set up a trade fair venue?: Allow at least 4–6 hours for a small or medium trade fair, and longer if you are building stage walls or installing projection and sound equipment. Finish safety checks, signage, tables, chairs and registration before exhibitors begin unloading.
When should I order catering for a trade fair?: Place the catering order about 1–2 weeks before the event, after collecting registrations and dietary requirements. Confirm final numbers and serving times again 2–3 days before opening.

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.