Travel fair checklist: what to arrange and when

A travel fair involves more than booking a venue and inviting exhibitors. You need time to secure permits, collect registrations, assign stalls, prepare badges and coordinate deliveries before visitors arrive. This checklist covers the full planning sequence, including catering, drinks, parking information, route signs and trade fair packs. Use it to keep exhibitor details, visitor access and the physical setup aligned from the first booking to opening the venue.

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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 the fair venue
Apply for permits
Invite exhibitors
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create exhibitor list
Assign stalls
2 people
Order catering
Calculate drink stock
Send parking information
Publish the program
Check badge details
2 people
Print visitor badges
2 people
Print exhibitor badges
Prepare route signs
Print booth numbers
Confirm deliveries
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Prepare Trade Fair Packs
2 people
Open venue
2 people
Receive deliveries
3 people
Unload booth materials
4 people
Set up tables
4 people
Set up chairs
3 people
Place booth numbers
2 people
Set up exhibitor booths
8 people
Hang up decorations
3 people
Hang route signs
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Set up coffee stations
2 people
Test the equipment
2 people
Check the safety routes
2 people
Brief the registration team

Event

Welcome exhibitors
3 people
Register visitors
4 people
Hand out expo information
2 people
Direct visitors to booths
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Answer booth questions
2 people
Check stock
Guide photo moments
Announce the closing message
See visitors out
3 people

Aftercare

Check out exhibitors
3 people
Dismantle booth materials
6 people
Gather tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Empty the coolers
2 people
Sort waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Gather borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost property
Send visitor thank-you gifts
Send exhibitor thank-you gift

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration desksqty 2
Bar stoolsqty 8
Buffet tablesqty 4
Waste binsqty 12

Equipment

Laptopsqty 4
Tabletsqty 4
Printer
Extension cordsqty 10
Power stripsqty 12
Power banksqty 6
Walkie-talkiesqty 8
Presentation screensqty 4
Camera
Cable reelsqty 4

Lighting

LED lampsqty 12
Mood lightingqty 6

Decorations

World mapsqty 6
Buntingqty 10
Country flagsqty 20
Tableclothsqty 30
Plantsqty 12
Photo backdrop
Directional signsqty 12
Booth numbersqty 30

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Soup ladlesqty 4
Food containersqty 12

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Toilet brushesqty 4

Communication

Visitor badgesqty 600
Exhibitor badgesqty 100
Badge holdersqty 700
Program leafletsqty 600
Booth information cardsqty 600
Pensqty 100
Notepadsqty 100
Name stickersqty 200
Tapeqty 12
Writing suppliesqty 20

Catering

Groceries

Tips

Book the venue and check permit requirements first. Allow at least 8–12 weeks for applications if local approval, temporary structures or public access may be involved.
Set a firm exhibitor registration deadline 2–3 weeks before the fair. Use the final list to assign stalls, confirm booth numbers and print accurate exhibitor badges.
Close visitor registration at least 3–5 days before the event, then check badge details and dietary requirements. Keep a small buffer of blank badges and a working printer for last-minute changes.
Create a delivery and setup schedule for the final 48 hours. Confirm arrival times for trade fair tables, screens, catering and printed materials so deliveries do not block registration or visitor routes.
Test every powered item before opening: laptops, tablets, printer, presentation screens, extension cords and power strips. Mark cable routes, charge power banks and use walkie-talkies for the setup team when the venue is spread out.

Frequently asked questions

How far in advance should I organise a travel fair?: Start 8–12 weeks ahead for venue booking, permits and exhibitor invitations. Finalise stalls, catering and printed materials during the last 2–3 weeks.
When should exhibitors register for a travel fair?: Set the exhibitor deadline 2–3 weeks before the fair. You need the final exhibitor list to assign stalls, print booth numbers and prepare badges and trade fair packs.
How many drinks should I plan for a travel fair?: For a short reception, calculate 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add water, coffee and tea based on the programme and catering breaks.
When should I print travel fair badges and signage?: Print visitor and exhibitor badges 2–3 days before opening, after checking names and access details. Prepare booth numbers and route signs at the same time, then keep the printer available on the event day.

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.