Training fair checklist: what to arrange and when

A training fair needs more than confirmed exhibitors and a room. You also need a registration process, a workable booth layout, clear directions, working presentation equipment, and enough time to collect dietary requirements. This checklist takes you from confirming the date and venue through opening the doors. Start early enough to give exhibitors clear deadlines and leave time for equipment testing, printing, shopping, and last-minute changes.

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
Contact exhibitors
2 people
Register Exhibitors
2 people
Draft invitations
Send invitations
Publish registration form
Distribute promotional materials
2 people
Process registrations
2 people
Collect dietary requirements
Check exhibitor list
2 people
Create the booth layout
2 people
Make reservations
Compile program
2 people
Send exhibitor information
Send directions
Prepare badges
2 people
Print signage
Collect presentations
Test the equipment
2 people
Order catering
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Remind exhibitors

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Set up registration desk
2 people
Set up the presentation area
3 people
Hang up signage
2 people
Hang up decorations
2 people
Check the lighting
2 people
Connect the technical equipment
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up the registration table
2 people
Welcome exhibitors
3 people
Do final safety check
2 people
Register visitors
3 people
Inform visitors
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Facilitate presentations
2 people
Support the technical setup
2 people
Check toilets
Inform exhibitors about the wrap-up
2 people
Wave goodbye to visitors
3 people
Take down exhibitor booths
6 people

Aftercare

Collect tableware
2 people
Put furniture back
4 people
Switch off equipment
2 people
Collect waste
3 people
Clean the venue
4 people
Chill leftover catering
2 people
Collect lost and found items
Inventory materials
2 people
Return rental items
2 people
Return exhibitor materials
Collect invoices
Send thank-you message
Register visitor numbers
Archive photos
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 35
Chairsqty 180
Registration desk
High tablesqty 8
Brochure racksqty 12
Stoolsqty 20

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 12
Power stripsqty 15
Charging cablesqty 6
Presentation clickerqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8

Lighting

LED lampsqty 10
Mood lightingqty 4
Battery lanternsqty 4

Decorations

Backdrop clothsqty 8
Trade show bannersqty 4
Balloonsqty 100
Buntingqty 6
Tableclothsqty 35
Plantsqty 12
Photo backdrop
Directional signsqty 15
Cable tiesqty 100
Painter's tapeqty 8
Duct tapeqty 4
Scissorsqty 6
Markersqty 24
Pensqty 50

Tableware

Coffee cupsqty 120
Drinking glassesqty 180
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Carafesqty 12

Kitchen

Thermos flasksqty 6
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12
Refrigeratorsqty 2

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date and venue before contacting exhibitors, then give exhibitors a firm registration deadline. Keep the final exhibitor list separate from the first confirmations so the booth layout matches who is actually attending.
Publish the registration form before sending broad invitations. Ask for dietary requirements during registration and send the final catering numbers to the caterer after registrations close, not on the event morning.
Create the booth layout before making furniture reservations. Count tables, chairs, high tables, stools, and brochure racks by booth, and leave clear space for the registration desk and visitor flow.
Collect presentations several days before the fair and test every laptop, projector, screen, speaker, microphone, clicker, extension cord, and power strip together. A presentation that works on an exhibitor’s laptop may still fail with your venue setup.
Prepare badges, signage, directions, and exhibitor information before opening day. Pack charging cables, LED lamps, tablecloths, banners, and other booth materials by area so setup staff are not searching through mixed boxes.

Frequently asked questions

How far in advance should I organize a training fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow several weeks for exhibitor registration, invitations, the program, catering numbers, and printed materials.
When should exhibitors register for a training fair?: Set the registration deadline 3 to 4 weeks before the event. This gives you time to check the exhibitor list, create the booth layout, send directions, prepare badges, and resolve missing information.
When should I test the equipment for a training fair?: Collect presentations and test the full setup at least 3 days before the fair. Test the projector, screen, laptops, speakers, microphone, clicker, power strips, and extension cords together rather than checking each item separately.
How much catering should I order for a training fair?: Use the final registration count and add a small buffer of about 5 to 10 percent. Confirm dietary requirements before placing the order, and recheck the numbers 3 to 5 days before the event.

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.