Wedding fair checklist: what to arrange and when

A wedding fair brings together suppliers, engaged couples and a busy programme in one venue, so small gaps quickly become visible. This checklist helps you work from the date and floor plan through supplier coordination, visitor registration, catering and setup. Plan the site visit early, confirm access before delivery day and give every supplier the same practical briefing. Use the full task and equipment lists alongside this guide so nothing is left to the final morning.

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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 date and program
2 people
Contact participating suppliers
2 people
Register suppliers
Work out stand layout
2 people
Carry out a site visit
2 people
Confirm the venue reservation
Confirm Table Reservations
Confirm seat reservations
Send invitations
2 people
Publish online promotion
Distribute posters
2 people
Process registrations
Collect dietary requirements
Check supplier details
Publish parking information
Create a visitor map
Make name badges for vendors
Design program leaflets
Print program leaflets
Send the supplier briefing
Place catering order
Test equipment on site
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Check keys and access
Welcome suppliers
2 people
Mark stalls
2 people
Set up tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set Up Vendor Booths
6 people
Hang decorations
3 people
Put up directional signs
2 people
Set up the presentation area
3 people
Connect the sound system
2 people
Check the lighting
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Prepare the registration list

Event

Staff the visitor desk
2 people
Welcome visitors
2 people
Hand out program brochures
Show suppliers the way
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Mark dietary options separately
Announce the presentation
Guide the presentation area
2 people
Operate microphones
Support supplier breaks
Manage the Photo Contest Table
Answer visitor questions
2 people
Check toilets periodically
Empty trash bins
See off the last visitors
2 people

Aftercare

Have suppliers dismantle their stands
4 people
Remove decorations
3 people
Gather tables and chairs
4 people
Wash dishes
2 people
Switch off equipment
2 people
Collect waste
3 people
Clean the floors
2 people
Clean the restrooms
2 people
Collect lost property
Hand over the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover groceries
Collect supplier invoices
Send visitor thank-you gifts
Share photos with suppliers

What to bring

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

Furniture

Trade show boothsqty 20
Tablesqty 24
Chairsqty 80
High tablesqty 8
Tableclothsqty 24
Foldable tablesqty 4
Coat racksqty 2
Bollardsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 80
Dessert platesqty 100
Serving spoonsqty 8
Serving traysqty 12
Coffee spoonsqty 100
Napkinsqty 250

Decorations

Balloonsqty 120
Balloon archesqty 2
Flower arrangementsqty 12
Table decorationsqty 24
Runnerqty 2
Photo backdrop
Decorative candlesqty 48
Candle holdersqty 24
Ribbonsqty 10
Confetti containersqty 8
Welcome sign
Wedding Fair Logo
Stand for welcome sign

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 12
Power stripsqty 12
Charging cablesqty 8
Cash drawer
Payment terminal
Barcode scanner
Printer
Spare batteriesqty 24
Power banksqty 4

Lighting

LED spotlightsqty 12
String lightsqty 8
Battery lampsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Food containersqty 12
Food warmersqty 4
Bottle openersqty 4
Teapotsqty 4
Milk jugsqty 4

Catering

Groceries
Cooling platesqty 12
Water dispensersqty 2
Coffee filtersqty 100
Tea filtersqty 100
Sugar bowlsqty 6
Serving tongsqty 8
Drink dispensersqty 4
Cooling racksqty 4
Labels for dietary optionsqty 40
Coffee Bean Grinder

Cleaning

Vacuum cleaner
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Waste binsqty 10
Toilet brushesqty 4

Registration

Registration formsqty 250
Pensqty 30
Name badgesqty 120
Badge holdersqty 120
Wristbandsqty 250
Clipboardsqty 6
Card Holdersqty 20

Printed materials

Program leafletsqty 250
Floor plansqty 250
Supplier badgesqty 80
Directional signsqty 20
Promotional flyersqty 500
Notepadsqty 120
Business card holdersqty 20

Other

Duct tapeqty 6
Cable tiesqty 200
Scissorsqty 8
Utility knivesqty 4
Measuring tapesqty 2
Work glovesqty 12
Storage boxesqty 12
Cable tiesqty 100
Spare platesqty 12
Money traysqty 4

Tips

Complete the site visit before finalising the stand layout. Check where booths, tables, high tables, coat racks and visitor routes will fit, then record power, loading and access points in the supplier briefing.
Set a firm deadline for supplier details and registrations, ideally 7–10 days before the fair. Use the final list to prepare vendor name badges, the visitor map and the printed programme leaflets.
Send invitations and publish online promotion early enough to allow registration responses to build. Ask about dietary requirements when people register, not when catering is delivered.
Test the projector, projection screen and laptops at the venue before event day, including the actual presentation files. A test on a different computer does not confirm that the on-site connections will work.
Schedule delivery, shopping and room setup with a written access time. Confirm keys, venue access and the reservation at least 48 hours beforehand; otherwise furniture, tableware and decorations may arrive before anyone can receive them.

Frequently asked questions

How far in advance should I organise a wedding fair?: Start planning at least 8–12 weeks before the fair. Set the date and programme first, then confirm the venue, contact suppliers and open visitor registration so promotion has time to work.
When should wedding fair suppliers receive their briefing?: Send the supplier briefing 7–10 days before the event, after checking names, contact details and stand requirements. Include arrival time, access instructions, the stand layout, parking information and the visitor flow.
How many printed programmes should I prepare for a wedding fair?: Print one programme leaflet for each confirmed visitor, plus around 10% extra for walk-ins and replacements. Finalise the file only after the programme and participating supplier details have been checked.
When should I confirm catering and dietary requirements for a wedding fair?: Collect dietary requirements during registration and place the catering order 5–7 days before the fair. Recheck the final registration list 48 hours beforehand and tell the caterer about late changes.

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