Travel fair checklist: what to arrange and when

A travel fair needs more than confirmed exhibitors and a room full of booths. You also need a clear visitor route, timed presentations, accurate registration details, and enough printed information for people to take home. Start by publishing the date and opening hours, then build the exhibitor and visitor information around the floor plan. In the final week, test every presentation, prepare badges and folders, and check that signs, microphones, power, drinks, and catering are ready before the venue opens.

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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

Publish the date and opening hours
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Divide travel regions
2 people
Send exhibitor information
Create a floor plan of the booths
2 people
Compile program
2 people
Confirm presenters
Publish presentation times
Check the visitor route
2 people
Confirm reservations
Order catering
Check the printed materials
2 people
Prepare name badges
2 people
Fill visitor folders
3 people
Make route signs
2 people
Test presentations
2 people
Print exhibitor list
Print the volunteer schedule
Do the shopping
3 people
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
5 people
Set up exhibition walls
4 people
Number the stands
2 people
Dress the standing tables
4 people
Hang up decorations
3 people
Hang travel posters
3 people
Set up information tables
3 people
Set up registration desk
2 people
Set up the presentation area
3 people
Connect the technical equipment
2 people
Test sound level
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Give volunteers a briefing
3 people
Welcome exhibitors
3 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out visitor folders
2 people
Support exhibitors
2 people
Announce presentations
Facilitate presentations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Check route signs
Operate technical equipment during presentations
Answer visitor questions
2 people
Close the final presentation
Wave goodbye to visitors
3 people

Aftercare

Have exhibitors dismantle their booths
4 people
Collect stand materials
4 people
Switch off the equipment
2 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Sweep and mop the hall
3 people
Clean the restrooms
2 people
Put furniture back
4 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Register lost and found items
Send thank-you message
Archive photos and files

What to bring

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

Furniture

Standing tablesqty 18
Foldable tablesqty 8
Folding chairsqty 120
Display wallsqty 18
Bar stoolsqty 12
Coat racksqty 4
Bollardsqty 10
Tableclothsqty 26

Equipment

Laptopqty 2
Projector
Projection screen
Laptop speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 12
USB sticksqty 4
Charging stationsqty 3

Lighting

LED lampsqty 10
Mood lightingqty 6

Decorations

World mapsqty 6
Travel postersqty 24
Flagsqty 20
Pennant garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative globesqty 4
Plantsqty 12
Table décorqty 18

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 80
Platesqty 150
Coffee spoonsqty 100
Forksqty 150
Napkin holdersqty 18

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Scissorsqty 6
Serving tongsqty 6

Catering

Visitor foldersqty 180
Name badgesqty 80
Badge holdersqty 80
Desk pensqty 20
Route signsqty 18
Stand number signsqty 18
Information brochuresqty 500
Notepadsqty 100
Counter organizersqty 4
Groceries
Menu standsqty 8
Serving plattersqty 18
Buffet spoonsqty 12
Beverage coolersqty 4
Thermos cupsqty 24
Water carafesqty 12
Chalkboardsqty 10
Whiteboardqty 2
Whiteboard markersqty 12
Registration formsqty 250
Wristbandsqty 250
Cash boxqty 2
Payment terminal
Calculatorsqty 2
Presentation clickersqty 2
Notice boardsqty 8
Flipchart padsqty 2
Rolls of tapeqty 12
Double-sided tapeqty 6
Cable tiesqty 100
Cable tiesqty 100
Labelsqty 300
Marker pensqty 24
Desk pensqty 30
Clipboardsqty 10

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Waste binsqty 12
Waste binsqty 4
Towel dispensersqty 4
Toilet brushesqty 4

Tips

Publish the date, opening hours, and registration form early enough to give visitors a clear reason to register. Process registrations regularly rather than waiting until the final week, and collect dietary requirements before ordering catering.
Confirm exhibitors before drawing the booth floor plan. Divide travel regions in advance, send each exhibitor the practical information, and check that the visitor route works from the entrance to every part of the fair.
Build the programme around confirmed presenters and publish presentation times before the event. Test the laptop, projector, screen, speakers, and wireless microphones at the venue, not just at your desk.
Prepare visitor folders, name badges, the exhibitor list, route signs, and the volunteer schedule before event day. Print a small spare batch of badges and exhibitor lists so late registrations do not create a queue.
Open the venue early enough to set up tables, display walls, chairs, signs, lighting, and power safely. Chill the drinks and place coffee cups, table décor, maps, posters, flags, and other booth materials before visitors arrive.

Frequently asked questions

How far in advance should I organize a travel fair?: Start planning at least 8 to 12 weeks before the fair. Use the first weeks to confirm the date, exhibitors, regions, registration process, and venue layout; leave the final 7 days for printing, testing, and packing.
When should travel fair exhibitors receive their information?: Send the first exhibitor information as soon as participation is confirmed, ideally 4 to 6 weeks before the event. Send the final booth layout, arrival instructions, presentation times, and practical reminders no later than 7 days beforehand.
How many drinks do I need for a travel fair?: For the first hour, allow 2 to 3 drinks per visitor, then about 1 drink per person per additional hour. Add extra water and hot drinks for presenters, exhibitors, and volunteers, and chill the drinks before opening the venue.
What should I prepare the day before a travel fair?: Finish visitor folders, name badges, printed exhibitor lists, route signs, and the volunteer schedule at least 1 day before the fair. Also test the presentations and microphones, check the booth equipment, and group supplies by area so setup takes less time.

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.