Trade Fair Congress Checklist

A trade fair congress combines a conference program, exhibitor stands, registration and technical production, so small omissions can affect the whole day. Start by confirming the date and venue, then build the program and invite speakers and exhibitors before opening registration. In the final weeks, lock in catering, floor plans, presentations, signage and equipment. This checklist covers the work from the first arrangements through sorting name tags, collecting materials and chilling drinks.

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

Confirm date and location
2 people
Compile program
3 people
Invite exhibitors
2 people
Approach speakers
2 people
Open the registration form
Send invitations
2 people
Send exhibitor information
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Finalize exhibitor placement
2 people
Book catering
Reserve equipment
Create parking information
Create floor plan
2 people
Design name badges
Print program brochures
Design signage
Collect technical presentations
Check presentations
2 people
Create final participant list
2 people
Sort name tags
2 people
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Set up registration desk
3 people
Set up the exhibitor desk
2 people
Welcome exhibitors
3 people
Build exhibitor stands
8 people
Set up tables and chairs
5 people
Set up the stage and podium table
3 people
Hang up signage
2 people
Set up presentations
2 people
Test sound system
2 people
Test the display screen
2 people
Set up coffee stations
3 people
Set up the catering buffet
4 people
Prepare registration materials
2 people
Briefing for reception team
4 people
Brief catering team
3 people
Register participants
5 people
Hand out name badges
3 people
Serve welcome coffee
3 people
Host the congress opening
2 people
Guide speakers
2 people
Play presentations
Monitor the schedule
Refill coffee and tea
3 people
Refill drinks
3 people
Serve snacks
4 people
Refill buffet
4 people
Serve diet meals
2 people
Collect crockery and glasses
3 people
Guide participants to the networking drinks
2 people
Serve the networking drinks reception
4 people
See off the last visitors
2 people

Aftercare

Have exhibitors dismantle their booths
6 people
Switch off equipment
2 people
Clean up catering
4 people
Collect waste
4 people
Wash dishes
3 people
Clean the room
4 people
Dismantle the Registration Desk
2 people
Pack up materials
3 people
Return borrowed items
2 people
Store unused stock
2 people
Collect invoices
Send thank-you message

What to bring

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

Furniture

Conference chairsqty 180
Foldable tablesqty 24
Registration tablesqty 3
Buffet tablesqty 8
Bar stoolsqty 12
Speaker table
Stage sectionsqty 4
Exhibitor standsqty 24
Waste binsqty 12

Equipment

Screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 12
Power stripsqty 12
Presentation clickerqty 2
WiFi routersqty 2
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3

Tableware

Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 6
Water carafesqty 12

Decorations

Name badgesqty 180
Holder standsqty 30
Program boardsqty 6
Tablecloth setsqty 24
Flower arrangementsqty 12
Pen holdersqty 24
Flag bannersqty 8

Lighting

LED floor lampsqty 8
Mood lightingqty 6

Catering

Coffee potsqty 6
Thermos flasksqty 8
Drink dispensersqty 6
Ice containersqty 6
Bread basketsqty 12
Napkin holdersqty 24
Groceries

Kitchen

Cutting boardsqty 6
Chef's utensil setsqty 4
Cooling matsqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 24
Hand broomsqty 4
Dustpan and brushqty 4

Tips

Set the date and venue before inviting exhibitors or speakers. The location determines the floor plan, stand placement, registration area, stage sections, catering setup and available power.
Open registration only after the program and invitation information are stable. Ask for dietary requirements and speaker details during registration so you can finalize catering and introductions without chasing people later.
Create the floor plan several weeks before the congress and check every connection point. Mark exhibitor stands, registration tables, buffet tables, screens, microphones, WiFi routers, extension cords and power strips rather than leaving setup to the event day.
Set a firm deadline for technical presentations and review every file before printing the program brochures. Test the laptops, HDMI cables, adapters, screens, presentation clicker, wireless microphones, speakers and mixer with the actual presentation format.
Use the final days for operational details, not major decisions. Create the final participant list, sort name tags, collect exhibitor and speaker materials, complete the shopping, and chill drinks before doors open.

Frequently asked questions

How far in advance should I organize a trade fair congress?: Start planning at least 6 months ahead if you need exhibitors, speakers and a larger venue. Confirm the date and location first, then allow several weeks for invitations, registrations, floor planning and technical checks.
When should registration open for a trade fair congress?: Open registration once the main program, date, location and invitation details are confirmed, usually 8 to 12 weeks before the congress. Keep dietary requirements and speaker information in the registration process from the start.
How many days before the congress should presentations be collected?: Set the presentation deadline 5 to 7 days before the event. This gives you time to check files, test them on the laptops and screens, and resolve missing HDMI adapters, cables or formatting problems.
When should I finalize the exhibitor floor plan?: Finalize exhibitor placement at least 2 to 3 weeks before the congress. Send the confirmed layout and exhibitor information early enough for stand materials, signage, power and arrival instructions to be prepared.

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.