Wedding fair checklist: what to arrange and when

A wedding fair has two groups to coordinate: the couples coming to browse and the suppliers exhibiting. Start by confirming the date and venue, then secure exhibitors before you promote the event. Registration details, dietary requirements, parking instructions and booth assignments need to be closed well before the day. In the final week, check supplier information, print badges and booth numbers, collect exhibitor materials, and prepare the room so setup does not depend on last-minute deliveries.

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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

Confirm date and location
2 people
Contact participating suppliers
2 people
Register suppliers
2 people
Create the trade fair map
2 people
Assign pitch locations
2 people
Design invitations
Send invitations
2 people
Open online registration form
Post promotion on social media
Distribute flyers
3 people
Process registrations
Collect dietary requirements
Check supplier information
2 people
Book catering
Reserve furniture
Reserve lighting
Have printed materials made
Send parking information
Create final guest list
Print name badges
2 people
Print booth numbers
Collect trade fair materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Check the delivery
2 people
Clean floors and entrance
3 people
Set up tables
4 people
Set up chairs
3 people
Place booth numbers
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Install lighting
2 people
Set up the presentation room
2 people
Test sound equipment
2 people
Welcome suppliers
3 people
Guide suppliers to their stands
2 people
Check booth setups
2 people
Brief service team
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Distribute program
Support suppliers
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Announce presentations
Facilitate presentations
2 people
Supervise the photo corner
Check toilets
Keep lost and found items
Inform last visitors
2 people
Check out suppliers
2 people

Aftercare

Catering breakdown
3 people
Remove decorations
3 people
Turn off the sound equipment
2 people
Collect furniture
4 people
Wash dishes
3 people
Sort waste
2 people
Clean the venue
4 people
Pack up materials
3 people
Lock up the venue
2 people
Return rental items
2 people
Follow up with suppliers
Store leftover materials
2 people

What to bring

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

Furniture

Fair countersqty 2
Foldable tablesqty 24
Cocktail tablesqty 8
Chairsqty 80
Lounge sofasqty 4
Lounge armchairsqty 8
Lounge tablesqty 4
Clothes racksqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving utensilsqty 12

Decorations

Tableclothsqty 24
Runwaysqty 12
Flower arrangementsqty 12
Buntingqty 8
Balloon archesqty 2
Photo backdrop
Photo propsqty 20
Chalkboardsqty 8
Plate holdersqty 30
Name card holdersqty 100

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 12
Charging stationsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Bottle openersqty 4
Corkscrewsqty 4

Lighting

LED lampsqty 12
String lightsqty 8
Standing lampsqty 4

Catering

Serving plattersqty 12
Drink dispensersqty 4
Table numbersqty 24
Coffee spoonsqty 120
Groceries

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning carts
Hand soap dispensersqty 4

Tips

Confirm the date and location before contacting suppliers or designing invitations. You need the venue capacity, access times and available rooms to assign pitches and plan the fair map accurately.
Give suppliers a firm registration deadline, then allow at least 7 days to check their information and place them on the map. Late changes can affect booth numbers, furniture and the printed materials.
Open the online registration form before sending invitations and ask for dietary requirements at the same time. Close registrations at least 5 days before the fair so catering and the final guest list can be confirmed.
Send parking information with the final guest details, not only in the first invitation. Couples often arrive at different times, so clear directions reduce questions at the entrance and delays during opening.
Finish printing name badges, booth numbers and other materials at least 2 days before setup. On the day before, chill drinks and check that counters, tables, chairs, lighting and presentation equipment are ready for the venue opening.

Frequently asked questions

How far in advance should I organise a wedding fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the venue first, then allow several weeks to contact suppliers, collect registrations and promote the event before finalising the floor plan.
When should wedding fair invitations be sent?: Send invitations around 6 weeks before the event, once the date, location and first participating suppliers are confirmed. Keep registration open for about 3 to 4 weeks and set a clear closing date.
When should I finalise the wedding fair floor plan?: Create a working map as soon as supplier registrations begin, but finalise booth locations and numbers 5 to 7 days before the fair. This leaves time to print signs and communicate changes.
What should I prepare the day before a wedding fair?: Collect supplier materials, check printed badges and booth numbers, chill drinks, and confirm catering, furniture and lighting the day before. Leave at least 2 hours on the event morning for room setup and final checks.

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.