Trade fair checklist: what to arrange and when

A trade fair involves more than inviting exhibitors and putting out tables. You need to coordinate registrations, stand layouts, power, deliveries, catering, signage and the registration desk in a clear order. Start with the participant list and exhibitor information, then confirm the floor plan and equipment before anything arrives. This checklist helps you keep the practical details together, including the small items that are often left until the last 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

Compile the participant list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send exhibitor information
Work out stand layout
2 people
Map out power outlets
2 people
Book catering
Purchase cleaning supplies
Prepare name badges
2 people
Print registration lists
Print route signs
Print booth signs
Gather demonstration materials
3 people
Check presentations
2 people
Confirm deliveries
Do the shopping
2 people
Bring materials to the venue
3 people
Set up the registration desk
2 people
Lay out visitor badges
2 people
Register exhibitors
2 people
Set up tables and chairs
4 people
Set up booth walls
4 people
Attach display boards
3 people
Connect power
3 people
Set up lighting
3 people
Test presentation screens
2 people
Set up demonstrations
4 people
Place products safely
3 people
Set up coffee station
2 people
Unload catering
2 people
Arrange snacks on platters
2 people
Chill drinks
2 people
Hang up route signs
2 people
Clear emergency routes
2 people
Carry out final stand check
3 people
Give the trade show staff briefing
4 people

Event

Welcome visitors
4 people
Register visitors
3 people
Direct visitors to booths
2 people
Provide booth information
8 people
Guide product demos
4 people
Present presentations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the coffee station
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets
Clean floors in between
2 people
Restock booth supplies
3 people
Record visitor questions
Inform last visitors
2 people
See visitors out
3 people
Check out exhibitors
2 people

Aftercare

Switch off the demonstration equipment
3 people
Pack products securely
4 people
Dismantle booth materials
5 people
Stack tables and chairs
4 people
Remove lighting and cables
3 people
Wash dishes
3 people
Cool catering leftovers
2 people
Collect waste
3 people
Clean the venue
4 people
Remove route signs
2 people
Return materials
3 people
Return rental items
2 people
Store leftover stock
2 people
Archive registration details
Collect lost and found items
Check booth materials
2 people
Record damage and missing items

What to bring

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

Furniture

Fair countersqty 3
Exhibition tablesqty 12
Folding chairsqty 80
High tablesqty 8
Display wallsqty 24
Brochure racksqty 12
Storage cratesqty 20
Clothes racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving plattersqty 20
Serving utensilsqty 20

Equipment

Laptopsqty 4
Presentation screensqty 4
HDMI cablesqty 8
HDMI adaptersqty 8
Presentation Clickersqty 4
Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 3
Coolersqty 4
Power stripsqty 16
Extension cordsqty 20
Cable matsqty 20
USB sticksqty 4

Lighting

LED lampsqty 16
Desk lampsqty 12

Decorations

Company bannersqty 12
Directional signsqty 12
Table signsqty 24
Info panelsqty 24
Tablecloth setsqty 16
Sponsor framesqty 12

Registration

Name badge holdersqty 250
Badge lanyardsqty 250
Registration formsqty 300
Pensqty 40
Clipboardsqty 6
Wristbandsqty 250

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef and serving knivesqty 6
Cool bagsqty 8
Storage binsqty 12
Food tongsqty 8
Bottle openersqty 4

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 8
Paper towel dispensersqty 8

Tools

Screwdriversqty 6
Allen key setsqty 4
Duct tapeqty 12
Cable tiesqty 200
Scissorsqty 8
Measuring tapesqty 4
Work glovesqty 12

Safety

Non-slip matsqty 12
Warning tapeqty 4
Safety vestsqty 12
Safety gogglesqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the fair so you can print registration lists, prepare name badges and collect dietary requirements before catering is finalised.
Draw the stand layout before booking furniture. Mark every power outlet and allow enough extension cords, power strips and cable mats for screens, laptops, coffee machines and other equipment.
Confirm deliveries 2–3 days before setup, including display walls, brochure racks, storage crates and demonstration materials. Check who receives each delivery and where it should be stored.
Test every presentation screen, HDMI cable, adapter, laptop and presentation clicker before exhibitors arrive. Keep at least one tested spare adapter and USB stick available for last-minute changes.
Prepare route signs, booth signs and the registration desk before setup day. Put visitor badges in registration order and keep cleaning supplies, serving utensils and extra tableware accessible during the fair.

Frequently asked questions

How far in advance should I organise a trade fair?: Start planning at least 8–12 weeks ahead for a small or medium-sized trade fair. Send exhibitor invitations early, then set a registration deadline around 7 days before the event so badges, catering and layouts can be completed.
When should trade fair exhibitors receive their information?: Send the main exhibitor information 3–4 weeks before the fair, including arrival times, stand dimensions, power arrangements and delivery instructions. Send a final practical reminder 3–5 days beforehand.
How many days before a trade fair should the venue be set up?: Complete the main setup 1 day before opening whenever possible. This gives you time to assemble tables, chairs and booth walls, attach display boards, test presentations and fix missing deliveries without visitors present.
How many staff do I need at a trade fair registration desk?: Plan for at least 2 people at the registration desk during the busiest arrival period, plus 1 floating organiser for exhibitor questions. Add another desk person if more than 100 visitors are expected within the first hour.

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.