Trade Fair Visit Checklist

A trade fair visit needs more planning than simply buying tickets and choosing a departure time. This checklist takes you from selecting the fair and date through group reservations, transport, registration and the return journey. It also covers details people often leave too late: dietary requirements, accessibility, parking, printed route information, chilled drinks and a clear meeting point. Use the tasks in order so everyone knows where to meet, how to get there and what to expect on the 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

Set the fair and date
2 people
Make a group reservation
Arrange transport
Send invitations
2 people
Process registrations
Collect dietary requirements
Check accessibility
Update participant list
Check contact details
Develop the program and route
2 people
Set the meeting point
Check parking information
Inform participants
2 people
Order tickets
Assemble lunch packs
2 people
Do the shopping
2 people
Chill drinks
Prepare materials
2 people
Print tickets
Print the route and program
Call participants with a reminder
2 people

Event

Prepare the assembly point
2 people
Register attendance
2 people
Hand out wristbands
Guide participants to transport
3 people
Register group at the trade fair
2 people
Explain group arrangements
Guide participants around the trade fair
3 people
Hand out lunch packs
2 people
Lead a break moment
2 people
Refill drinks
Take group photo
Guide participants to the meeting point
3 people
Check attendance before departure
2 people
Guide participants to transport
3 people
Bring participants back
3 people

Aftercare

Distribute leftover food
2 people
Collect materials
2 people
Collect waste
2 people
Clean coolers
Wash dishes
2 people
Store materials
2 people
Return transport materials
Clean the venue
2 people
Inform participants about found items

What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6
Waiting bench

Equipment

Coolersqty 3
Thermos flasksqty 3
Mobile phoneqty 3
Power banksqty 3
Charging cablesqty 3
Hand megaphone

Tableware

Reusable cupsqty 30
Lunch boxesqty 25
Reusable platesqty 25
Reusable cutleryqty 25
Napkin holderqty 2

Documents

Ticketsqty 25
Participant listsqty 3
Program leafletsqty 25
Route mapsqty 25
Emergency contact cardsqty 25
Pensqty 10
Name stickersqty 25
Wristbandsqty 25
Registration folder
Clipboardsqty 3

Bags

Carry bagsqty 25
Trash bags for the roadqty 6

Safety

First aid kit
Reflective vestsqty 4
Hand sanitizerqty 3

Catering

Groceries

Tips

Set the meeting point before sending the final information. Choose a place that is easy to describe, prepare a backup location and give attendees a specific meeting time rather than only naming the departure time.
Close registrations early enough to confirm the group reservation, transport and tickets. Use the final participant list to check contact details, dietary requirements and accessibility needs before ordering.
Print tickets, route maps and the programme before the event day. Keep spare copies with the registration materials in case someone cannot open a phone attachment or loses their ticket.
Plan food and drinks around the travel schedule, not just the fair opening hours. Assemble lunch packs in advance, chill drinks and keep a few extra portions available for late changes.
Give the person at the meeting point a charged phone, power bank and the emergency contacts. A hand megaphone, visible wristbands or name stickers and a short attendance check make a large group easier to move together.

Frequently asked questions

How far in advance should I organise a trade fair visit?: Start planning at least 6 to 8 weeks before the visit, especially if you need a group reservation or shared transport. Finalise registrations and dietary requirements about 2 weeks beforehand, then confirm the participant list and tickets.
When should I send trade fair invitations?: Send invitations 4 to 6 weeks before the fair and set a registration deadline roughly 2 weeks before departure. This leaves enough time to arrange tickets, transport, lunch packs and accessibility requests.
How many drinks should I pack for a trade fair visit?: Allow around 2 drinks per person for the journey and first part of the visit, then add more if the schedule lasts most of the day. Pack water separately from chilled drinks and keep them in coolers so they remain usable during transport.
What should I confirm with participants before the trip?: Confirm attendance, mobile numbers, dietary requirements, accessibility needs and the agreed meeting point at least 7 days before departure. Send the route, programme, parking information and a reminder call or message 24 hours before leaving.

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.