Trade fair checklist: everything to arrange before opening

A trade fair booth needs more than a backdrop and a table. You need a clear order for reservations, invitations, registrations, staffing, demonstrations, printed materials, equipment, and transport. This checklist takes you from booking the stand space to setting up the registration desk and coffee point. Use it to catch the details that are often left until the last day, such as testing demo equipment, checking stock, charging devices, and bringing enough badges and extension cords.

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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

Reserve booth space
Compile the participant list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule booth staff
Set product demonstrations
2 people
Design promotional materials
2 people
Print flyers and price lists
Prepare visitor badges
Select construction samples
2 people
Test demo equipment
2 people
Check stock
2 people
Do the shopping
2 people
Label the materials
2 people
Load transport
3 people

Event

Check booth space
2 people
Lay the booth flooring
3 people
Set up backdrops
3 people
Hang banners
2 people
Set up tables and chairs
3 people
Display construction samples
3 people
Connect demo equipment
2 people
Set up coffee station
2 people
Set up registration desk
2 people
Conduct a safety check
2 people
Open the booth
2 people
Register visitors
2 people
Welcome visitors
3 people
Give Product Demonstrations
2 people
Hand out flyers
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Empty trash bins
Keep worktops clean
Inform last visitors
2 people

Aftercare

Turn Off Demo Equipment
2 people
Gather promotional materials
3 people
Take down stand furniture
4 people
Clean the booth
3 people
Reload materials
3 people
Dispose of waste
2 people
Clean the tableware and tools
2 people
Return rental items
2 people
Set aside damaged materials
Digitize contact details
2 people

What to bring

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

Furniture

Standing tablesqty 4
Beer tablesqty 2
High tablesqty 4
Folding chairsqty 12
Bar stoolsqty 6
Storage racksqty 3
Waste binsqty 3

Decorations

Back wall panelsqty 4
Company bannersqty 3
Tableclothsqty 6
Directional signsqty 4
Brochure holdersqty 4
Name badge holdersqty 20
Flyersqty 500
Product brochuresqty 250
Price listsqty 100
Visitor badgesqty 150
Pensqty 30

Equipment

Laptopqty 2
Tabletsqty 2
Monitor screen
Product demosqty 3
Extension cordsqty 6
Power stripsqty 4
USB chargersqty 6
Tool casesqty 2
Measuring tapesqty 4

Lighting

LED spotlightsqty 6
Desk lampsqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 4
Corkscrewsqty 2
Washing-up tubsqty 2

Safety

Work glovesqty 12
Safety gogglesqty 12
Barrier tapeqty 2
Cable matsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12
Storage cratesqty 12

Catering

Groceries

Tips

Book the stand space before finalising the layout, because the available floor area determines how many tables, chairs, display panels, and storage racks will fit. Confirm the booth dimensions and access times before ordering printed or built materials.
Set a registration deadline and collect dietary requirements at the same time. Prepare visitor badges in advance, then keep spare badge holders, pens, and a clearly marked registration area ready for late arrivals.
Test every demonstration at least 48 hours before transport, including the laptop, tablets, display screen, chargers, extension cords, and power strips. Pack cables and adapters in labelled tool cases rather than loose boxes.
Check product stock and select construction samples before loading the vehicle. Label each sample and promotional item, and make a separate loading list so flyers, brochures, price lists, banners, and measuring tapes do not remain at the office.
Plan the booth setup in a fixed sequence: check the space, lay the floor, install the back wall panels, hang banners and lighting, place furniture, arrange samples, connect demonstration equipment, and finish the coffee point and registration desk. Allow at least 60 minutes for testing after the physical setup is complete.

Frequently asked questions

How far in advance should I plan a trade fair booth?: Start the main planning at least 8 weeks before the fair. Reserve the stand space first, then allow time for invitations, registrations, printed materials, staffing, equipment testing, and transport.
When should trade fair invitations be sent?: Send the first invitations about 6 weeks before the event and follow up 10 to 14 days before opening. Close registrations early enough to print badges and prepare dietary information without a last-minute rush.
How much time do I need to set up a trade fair stand?: Allow at least 3 hours for unloading, flooring, back wall panels, banners, furniture, samples, lighting, demonstrations, coffee, and registration. Keep the final 60 minutes for power checks, device testing, stock counts, and cleaning.
What should I check before leaving for a trade fair?: Check the loading list, stand dimensions, staff schedule, product stock, visitor badges, flyers, brochures, price lists, chargers, extension cords, power strips, lighting, and demo equipment. Complete this check at least 24 hours before departure.

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.