Travel fair checklist: what to arrange and when

A travel fair brings exhibitors, presentations, visitor registrations, brochures, equipment, and catering together in one venue. This checklist helps you work through the planning in a practical order, from setting opening hours to opening the venue on the day. Start with the exhibitor list and floor plan, then lock down visitor information, presentation bookings, signage, and catering. The details people most often leave too late are dietary requirements, stand numbers, parking instructions, and equipment that needs power or charging.

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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 date and opening hours
2 people
Approach participating exhibitors
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Finalize the exhibitor list
2 people
Create the booth layout
2 people
Assign stand numbers
Set the route for visitors
2 people
Create a visitor map
2 people
Send information to exhibitors
2 people
Send parking information
Design signage
Prepare name badges
2 people
Print information signs
Gather promotional materials
2 people
Create the presentation schedule
2 people
Make presentation bookings
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Bring materials to the venue
4 people
Sort exhibitor materials
3 people
Open venue
2 people
Set up entrance and registration
3 people
Set out pitches
3 people
Set up tables and chairs
4 people
Set up tents and backdrops
4 people
Set up the presentation area
3 people
Test sound equipment
2 people
Set up and test lighting
2 people
Hang up signage
2 people
Hang decorations
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Set up booth materials
4 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Distribute program
2 people
Direct visitors to booths
2 people
Announce presentations
Facilitate presentations
2 people
Pass around the microphone
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Replenish tableware stock
Answer visitor questions
2 people
Register lost and found items
Finalize the last presentations
2 people
Guide visitors to the exit
2 people

Aftercare

Have exhibitors dismantle their stands
4 people
Close cash register and registration
2 people
Pack leftover catering
2 people
Collect tableware
3 people
Sort and remove waste
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Turn off the sound equipment
2 people
Clean the venue
4 people
Remove signage
2 people
Return materials
3 people
Return rental items
2 people
Keep lost and found items
Store leftover stock
2 people
Archive photo and promotional materials
Send thank-you message to exhibitors
Send thank-you message to visitors

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 80
Party tentsqty 8
Backdropsqty 16
Bar stoolsqty 16
Lounge chairsqty 8
High tablesqty 10
Countersqty 4
Brochure racksqty 16
Clothes racksqty 4

Equipment

Laptopsqty 4
Tabletsqty 4
Printersqty 2
Projector
Projection screen
Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 12
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Cash boxesqty 2
Card machinesqty 2
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Soup ladlesqty 4
Sugar bowlsqty 6

Decorations

Buntingqty 12
World mapsqty 8
Suitcases as decorationqty 6
Balloon bundlesqty 12
Tableclothsqty 24
Plantsqty 16
Photo backdrop
Chalkboardsqty 8
Table décorqty 24

Lighting

LED spotlightsqty 12
String lightsqty 8
Batteriesqty 24

Catering

Water dispensersqty 3
Coffee urnsqty 3
Cooler cratesqty 6
Serving plattersqty 20
Tiered traysqty 8
Thermos bottlesqty 12
Water jugsqty 12
Storage boxesqty 20
Groceries

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Clipboardsqty 6
Desk pensqty 24
Visitor formsqty 600
Exhibitor formsqty 100
Program leafletsqty 600
Floor plansqty 600
Wristbandsqty 600
Cash traysqty 2
Receipt rollsqty 12

Presentation

Presentation remoteqty 2
Flip chartsqty 2
Flip chart paperqty 10
Markersqty 24
Speaker cardsqty 40
Timersqty 2
Notepadsqty 40
Ballpoint pensqty 80

Promotion

Roll-up bannersqty 8
Postersqty 24
Flyersqty 2000
Stickersqty 1000
Tote bagsqty 500
Postcardsqty 1000
Pen setsqty 500
Luggage tagsqty 500
Stampsqty 8
Stamp cardsqty 600

Packaging

Cardboard boxesqty 40
Bubble wrapqty 2
Packing tapeqty 12
Ropeqty 4
Labelsqty 500

Tools

Hammerqty 3
Screwdriversqty 6
Allen keysqty 3
Measuring tapesqty 3
Cable tiesqty 500
Gaffer tapeqty 12
Scissorsqty 12
Utility knivesqty 4
Work glovesqty 12

Cleaning

Waste binsqty 20
Trash bin linersqty 60
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Floor squeegeesqty 2
Cleaning glovesqty 12
Paper towelsqty 24
Toilet brushesqty 4
Cleaning clothsqty 30

Tips

Set the exhibitor deadline before you create the booth layout. Once the list is final, assign stand numbers and send each exhibitor their location, arrival information, parking details, and setup instructions.
Plan the visitor route before printing maps and signs. Check that the route passes every stand, does not depend on one narrow entrance, and clearly directs people to presentations, registration, toilets, and catering.
Close registrations early enough to process attendee details and collect dietary requirements before ordering catering. Keep a final count for visitors, exhibitors, speakers, and crew rather than ordering from the registration total alone.
Test presentation equipment at the venue before doors open. Laptops, projectors, screens, speakers, wireless microphones, mixers, extension cords, and power strips should be checked together, not one item at a time.
Prepare badges, maps, information signs, brochures, and promotional materials in separate labelled batches. Bring them to the venue with the exhibitor materials, then sort everything by stand before opening the venue.

Frequently asked questions

How far in advance should I start planning a travel fair?: Start at least 8 to 12 weeks before the event. Use the first weeks to set the date and opening hours, approach exhibitors, open registrations, and build the initial exhibitor list; leave the final 2 weeks for signage, equipment checks, catering numbers, and venue logistics.
When should the exhibitor list and booth layout be finalized?: Aim to finalize the exhibitor list 3 to 4 weeks before opening day. Create the booth layout and assign stand numbers immediately afterwards, so exhibitors still have time to print materials, prepare their displays, and receive parking and arrival information.
How many presentation slots should a travel fair have?: Set the number of slots according to your opening hours and available room, leaving at least 10 minutes between presentations for questions and changeovers. Confirm every booking 1 to 2 weeks beforehand and publish the schedule with the visitor map and venue signage.
When should I order catering for a travel fair?: Place the catering order after registrations have been processed and dietary requirements collected, usually 7 to 10 days before the event. Reconfirm the final headcount and special diets 2 to 3 days before opening, then check cups, coffee equipment, coolers, and serving supplies during the venue setup.

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.