Trade fair trip checklist

A trade fair trip involves more than booking transport and visitor tickets. You need a clear participant list, dietary and emergency details, confirmed appointments, and travel information sent before departure. On the day, printed maps, schedules, name badges, folders, charged power banks, and catering keep the group moving. Follow the checklist in order, starting with the date and fair location and ending with attendance registration and folder handout at the meeting point.

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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 fair location and date
Arrange transport
Reserve admission tickets
Reserve restaurant
Send invitations
Process registrations
2 people
Collect participant details
Collect dietary requirements
Register emergency contacts
Update participant list
Check tickets and route
View the trade fair program
2 people
Confirm visitor appointments
2 people
Communicate the meeting point
Send travel information
Print floor plans and schedule
Prepare name badges
2 people
Fill participant folders
2 people
Purchase catering
2 people
Chill drinks
2 people
Charge power banks
Pack travel supplies
2 people

Event

Set up the starting point
2 people
Register attendance
2 people
Hand out participant folders
2 people
Escort group to transport
3 people
Accompany trip to the fair
3 people
Gather the group at the entrance
3 people
Arrange entry and badges
3 people
Explain the trade fair route
Guide group visits to booths
3 people
Hand out break drinks
2 people
Refill drinks
Guide free fair visit round
2 people
Take group photo
Guide the group to the restaurant
3 people
Check dinner and dietary requirements
2 people
Check attendance before departure
2 people
Escort the return trip
3 people

Aftercare

Help participants get out safely
3 people
Collect lost property
2 people
Store remaining catering
2 people
Collect waste
2 people
Clean materials
2 people
Store materials
2 people
Return transport materials
Return lost property
Send thank-you message

What to bring

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

Furniture

Folding tablesqty 2
Foldable chairsqty 4

Tableware

Reusable cupsqty 30
Reusable platesqty 30
Cutlery setsqty 30
Napkin holdersqty 2

Catering

Coolersqty 3
Thermos flasksqty 3
Water jugsqty 3
Lunch boxesqty 4
Groceries

Equipment

Power banksqty 6
Charging cablesqty 8
Power stripsqty 3
USB chargersqty 6
Mobile phoneqty 2
Camera

Paper goods

Participant foldersqty 30
Notepadsqty 30
Ballpoint pensqty 35
Printed mapsqty 30
Printed programsqty 30
Participant Listqty 4
Emergency contact listqty 4
Name badgesqty 30
Badge holdersqty 30
Lanyardsqty 30

Organization

Clipboardsqty 3
Writing foldersqty 3
Pen holdersqty 2
Name stickersqty 40
Markersqty 6
Tapeqty 2
Scissorsqty 2
Elastic bandsqty 2

Safety

First aid kit
Reflective vestsqty 4
Flashlightsqty 3

Cleaning

Waste binsqty 3
Microfiber clothsqty 6

Tips

Set the fair date and location before arranging transport or sending invitations. Once registrations start, collect each participant’s contact details, dietary requirements, and emergency contact in one updated list.
Confirm visitor appointments at least 3 to 5 days before the trip and send the meeting point, route, ticket details, and travel information together. This prevents participants from searching through separate messages on departure day.
Print floor plans, the fair program, participant lists, emergency contacts, and schedules before leaving. Bring a few extra copies and prepare name badges, badge holders, and lanyards in the participant folders.
Charge power banks and pack matching charging cables, USB chargers, and power strips the evening before. A camera and mobile phone should be checked at the same time, rather than just before the group departs.
Reserve the restaurant as soon as the date and approximate group size are known, then confirm dietary requirements before ordering lunch boxes or other catering. Chill drinks and fill thermos flasks on the day of travel, not hours in advance.

Frequently asked questions

How early should I plan a trade fair trip?: Set the fair date, location, and transport at least 4 to 8 weeks ahead. Send invitations early enough to allow registrations, appointment planning, ticket reservations, and collection of emergency and dietary details.
When should I send trade fair travel information?: Send the complete travel information 3 to 5 days before departure, including the route, meeting point, start time, ticket instructions, and contact details. Send any last-minute changes immediately after they are confirmed.
What should I prepare for participants at a trade fair?: Prepare a name badge, badge holder, lanyard, participant folder, notepad, pen, printed map, and printed program for each person. Add at least 5% extra printed materials for replacements or late registrations.
How do I organize catering for a trade fair trip?: Confirm the participant count and dietary requirements before ordering, preferably 3 to 5 days in advance. Plan drinks for the journey and arrange lunch boxes or a restaurant reservation according to the final group size.

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.