Wedding fair checklist: what to arrange and when

A wedding fair needs more than a venue and a list of exhibitors. You need a clear sequence for bookings, exhibitor registration, visitor sign-ups, catering, floor planning and event-day setup. Start with the date, opening hours and room layout, then work towards promotion and registration. In the final week, confirm supplier terms, print visitor information and prepare signage, badges and lists so exhibitors and guests know where to go.

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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
Reserve the venue and room layout
2 people
Contact exhibitors
2 people
Register exhibitors
2 people
Assign pitch locations
2 people
Confirm supplier terms
2 people
Write promotional copy
Publish event online
Send invitations
2 people
Post on social media
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send visitor information
Book catering
Reserve technical equipment
Reserve photographer
Develop the run sheet
2 people
Create floor plan
Send exhibitor information
Check parking information
Print route and signage
Prepare name badges
2 people
Print visitor lists
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Clear the hall
3 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Hang booth numbers
2 people
Hang decorations
3 people
Set up the stage and presentation area
3 people
Test sound equipment
2 people
Check the lighting
2 people
Build the catering buffet
3 people
Set up the coffee and tea station
2 people
Set up registration desk
2 people
Lay out the information materials
2 people

Event

Welcome exhibitors
3 people
Register exhibitors
2 people
Welcome visitors
3 people
Register visitors
2 people
Explain the program
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear buffet
2 people
Empty trash bins
2 people
Check toilets
Announce presentations
Guide photo moments
Guide visitors on departure
2 people

Aftercare

Have exhibitors take down their stands
3 people
Collect materials
3 people
Wash dishes
3 people
Sort and remove waste
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Return borrowed materials
2 people
Return equipment
2 people
Store leftover stock
2 people
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Standing tablesqty 30
Bistro tablesqty 8
Visitor chairsqty 80
Booth chairsqty 60
Registration desk
Buffet tablesqty 4
Changing room screensqty 4
Waste binsqty 10
Coat racksqty 4
Coat racksqty 3
Presentation table

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 80
Dessert platesqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 10

Decorations

Tableclothsqty 42
Table runnersqty 12
Balloon archesqty 2
Balloonsqty 200
Artificial flower arrangementsqty 20
Vasesqty 20
Decorative candlesqty 40
Welcome sign
Photo backdrop
Decorative ribbonsqty 10
Stand number signsqty 30
Info displaysqty 8

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 10
Power stripsqty 12
Cable matsqty 8
Laptop
Projector
Projector screen
Mobile phoneqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Cookie tinsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 6
Toilet brushesqty 4

Lighting

Mood lightingqty 8
LED spotlightsqty 6
String lightsqty 10

Catering

Groceries

Tips

Set the date, opening hours and room layout before contacting exhibitors. The available floor space determines how many pitches, visitor chairs, tables and registration points you can fit.
Give exhibitors a firm registration deadline, then assign pitch locations and send the floor plan and practical information at least 7 days before the fair. Include arrival instructions, parking details and setup times.
Open visitor registration as soon as the event is published online. Send confirmed guests their information 2–3 days beforehand, including parking, route signage and any dietary details collected on the form.
Plan catering from the registration numbers rather than rough guesses. Confirm dietary requirements no later than 5 days before the event and check that serving platters, utensils, glasses, cups and water jugs are available.
Write the run sheet for the event day with setup, exhibitor arrival, registration opening, presentations, catering and closing times. Prepare name badges, visitor lists, the welcome sign and printed route signs before the final setup morning.

Frequently asked questions

How far in advance should I organise a wedding fair?: Begin planning at least 8–12 weeks before the fair. Set the date and reserve the venue first, then allow time for exhibitor recruitment, promotion, visitor registration, catering and technical equipment.
When should exhibitors register for a wedding fair?: Set the exhibitor registration deadline about 3–4 weeks before the event. Use the final list to assign pitches, create the floor plan and send arrival and setup information at least 7 days in advance.
When should wedding fair visitor registration open?: Open registration as soon as the event page and promotional copy are live, ideally 4–6 weeks before the fair. Send registered visitors final practical information 2–3 days before opening.
How many days before a wedding fair should catering be confirmed?: Confirm the catering order 5–7 days before the event, once registrations and dietary requirements are clear. Recheck the final headcount and serving equipment on the day before 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.