Wedding show checklist: what to arrange and when

A wedding show needs more than exhibitor bookings and a programme. You also have to coordinate registrations, dietary requirements, fashion show details, presentations, music, furniture and catering without leaving gaps between suppliers. Start with the date and venue, then build the exhibitor list and visitor experience around the floor plan. Use this checklist to keep deadlines visible, from sending invitations to distributing the final run sheet.

Organize this event for free with Lizzt

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 suppliers
2 people
Select exhibitors
2 people
Register exhibitors
Create the program
2 people
Plan the fashion show
2 people
Confirm presenters
Book photographer
Book musicians
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
2 people
Reserve furniture
Reserve equipment
Create floor plan
2 people
Assign pitch locations
2 people
Send parking information
Distribute the run sheet
Prepare signage
2 people
Make name badges
2 people
Sort badges
Collect presentations
Gather music files
Test the equipment
2 people
Check catering menu
2 people
Check the shopping list
Do the shopping
2 people
Pick up chilled products
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Unload booth materials
4 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
3 people
Build the fashion stage
4 people
Hang decorations
3 people
Set up lighting
2 people
Connect the sound system
2 people
Set up presentations
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up coffee station
2 people
Set up registration desk
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
2 people
Carry out final stand check
2 people
Give staff briefing
2 people
Register guests
3 people
Distribute program
2 people
Welcome guests
3 people
Serve coffee and tea
2 people
Deliver welcome presentation
2 people
Present suppliers
2 people
Guide the fashion show
4 people
Carry out the music program
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Answer guest questions
2 people
Guide the photo moment
2 people
Run a price promotion
2 people
Present the evening program
2 people
Hand out farewell gifts
2 people
Check out guests
2 people
Have exhibitors dismantle their booths
3 people
Switch off equipment
2 people
Collect furniture
4 people

Aftercare

Collect waste
3 people
Clean the venue
4 people
Wash dishes
2 people
Chill leftovers
2 people
Collect lost and found items
Inventory materials
2 people
Return rental items
2 people
Return exhibitor materials
2 people
Collect invoices
Store photos securely
Send thank-you message

What to bring

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

Furniture

Reception tablesqty 3
Trade fair tablesqty 20
Folding chairsqty 100
Lounge sofasqty 6
Lounge armchairsqty 12
High tablesqty 10
Bar stoolsqty 20
Clothes racksqty 8
Stage sectionsqty 6
Presentation lectern

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Forksqty 120
Knivesqty 120

Kitchen

Buffet traysqty 12
Serving spoonsqty 12
Serving traysqty 10
Coffee machinesqty 3
Thermos flasksqty 8
Water carafesqty 12
Coolersqty 8
Cutting boardsqty 4
Chef's knives and paring knivesqty 6
Aluminum foilqty 4

Equipment

Speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Lighting

LED spotlightsqty 12
Mood lightingqty 8
String lightsqty 10

Decorations

Flower arrangementsqty 12
Tableclothsqty 25
Chair coversqty 100
Balloon archesqty 2
Welcome sign
Directional signsqty 12
Stand signsqty 20
Name badgesqty 100
Exhibitor badgesqty 40
Program bookletsqty 120
Gift bagsqty 100

Cleaning

Waste binsqty 10
Mop setsqty 3
Dustpan and brushqty 3
Cleaning bucketsqty 4
Microfiber clothsqty 20
Glovesqty 10
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the exhibitor deadline before you assign pitch locations. Once registrations close, place exhibitors on the floor plan and send each one its location and arrival information.
Treat the fashion show as a separate production: confirm presenters, collect the music files and add rehearsal and changeover times to the programme at least one week before the event.
Close visitor registrations several days before the show so you can total dietary requirements, prepare name badges and give the caterer a reliable headcount.
Create the floor plan before reserving all furniture and equipment. A wedding show may need trade fair tables, clothes racks, lounge seating, high tables and stage sections in different zones.
Send the run sheet, parking information and exhibitor instructions together no later than 3 days before opening. Include setup times, pitch locations, presentation slots and who to contact on the day.

Frequently asked questions

How far in advance should I organise a wedding show?: Start planning at least 12 weeks before the show. Confirm the date and location first, then allow time for exhibitor registration, invitations, supplier bookings, the programme and the floor plan.
When should wedding show invitations be sent?: Send the first invitations 6 to 8 weeks before the event. Keep registrations open until a few days before the show, then use the final numbers for catering, badges and seating.
What should be included in a wedding show run sheet?: Include setup, exhibitor arrival, registration, presentations, fashion show segments, music cues, catering and closing times. Distribute the final version at least 3 days before the event.
How many staff are needed to run a wedding show?: Plan for at least 1 person at reception, 1 floor coordinator and 1 person managing the programme or stage. Add staff when the show has multiple presentation areas or more than 20 exhibitors.

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.