Wedding Suppliers Fair Planning Checklist

A wedding suppliers fair needs more than a list of exhibitors and a room booking. You need a clear timeline for supplier invitations, visitor registrations, pitch locations, catering, permits and on-site information. Start with the supplier list and registration form, then use confirmed numbers to plan the floor layout, furniture, refreshments and printed materials. This checklist helps you see what to arrange first and which details are often left until the last few days.

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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

Compile the supplier list
2 people
Invite suppliers
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Send supplier confirmations
Send visitor invitations
2 people
Carry out a site visit
2 people
Create exhibition floor plan
2 people
Assign pitch locations
2 people
Sending Booth Instructions
Confirm registrations
2 people
Book catering
Reserve furniture
Reserve equipment
Check permits
Check insurance details
Post promotion on social media
Send directions
Send parking information
Update visitor list
Update supplier list
Prepare name badges
2 people
Print signage
Print program leaflets
2 people
Check catering order
Create allergen overview
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Clear the loading zone
2 people
Unload booth materials
4 people
Set out the exhibition floor
2 people
Set up tables
4 people
Set up chairs
3 people
Place booth numbers
2 people
Set up the information desk
2 people
Set up registration desk
2 people
Hang decorations
3 people
Build the photo wall
2 people
Set up lighting
2 people
Test sound system
2 people
Check power outlets
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Check toilets
Check the safety routes
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Carry out final stand check
3 people

Event

Open the doors
2 people
Register visitors
3 people
Hand out program brochures
2 people
Direct visitors to booths
2 people
Welcome suppliers
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
Check toilets periodically
Coordinate the photo wall
Operate lighting and sound
Inform last visitors
2 people
Close doors
2 people

Aftercare

Let exhibitors unload
4 people
Collect stand materials
3 people
Dismantle furniture
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Empty the coolers
2 people
Sort waste
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Collect lost and found items
Return rental items
2 people
Clear away leftover groceries
2 people
Collect invoices and receipts
Thank suppliers

What to bring

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

Furniture

Reception tablesqty 3
Beer tablesqty 12
Foldable tablesqty 24
Chairsqty 120
Bar stoolsqty 12
Tableclothsqty 30
High tablesqty 8
Information desk
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 160
Wine glassesqty 100
Beer glassesqty 80
Dessert platesqty 120
Serving plattersqty 20
Coffee spoonsqty 120
Cutlery setsqty 120
Serving utensilsqty 24

Catering

Coffee machinesqty 3
Water jugsqty 12
Drink dispensersqty 4
Coolersqty 6
Serving plattersqty 24
Serving trays with lidsqty 12
Thermos flasksqty 8
Bottle openersqty 6
Corkscrewsqty 4
Bar matsqty 6
Groceries

Equipment

Laptopsqty 2
Tabletsqty 3
Card machinesqty 2
Printersqty 2
Extension cordsqty 12
Power stripsqty 16
Cable reelsqty 4
Sound system
Wireless microphonesqty 2
Laptop chargersqty 5

Lighting

LED spotlightsqty 12
Mood lightingqty 8
String lightsqty 10

Decorations

Flower arrangementsqty 12
Balloon archesqty 2
Photo backdrop
Table décorqty 24
Stand signsqty 30
Booth numbersqty 30
Welcome sign
Menu boardsqty 6
Table numbersqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 12
Serving tongsqty 12
Aluminum foilqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6

Tips

Set the registration deadline at least 7 days before the fair, so you have time to process entries, collect dietary requirements and send final confirmations to suppliers and visitors.
Complete the site visit before creating the exhibition floor plan. Check entrances, power points, toilets, parking routes and space for reception tables, an information desk, coat racks and waste bins.
Send booth instructions and assigned pitch locations at least 5 days before opening. Include arrival times, unloading directions, parking information and the dimensions or furniture provided for each pitch.
Use the latest registration numbers to confirm catering quantities. Plan separate access to coffee machines, water jugs, drink dispensers and coolers, and place glasses, cups, serving utensils and waste bins where queues will not block exhibition pitches.
Prepare name badges, signage and programme leaflets no later than 2 days before the fair. Keep a small reserve for late registrations and check that directions, parking details and the visitor list match the printed information.

Frequently asked questions

How far in advance should I invite suppliers to a wedding suppliers fair?: Begin compiling the supplier list at least 8 weeks before the fair and send invitations soon afterwards. Allow 2 to 3 weeks for suppliers to register before confirming pitches and issuing booth instructions.
When should I create the exhibition floor plan?: Create the first floor plan after the site visit and once you have an initial supplier count, usually 3 to 4 weeks before the fair. Recheck it 7 days before opening when registrations and pitch assignments are more stable.
How many days before the fair should visitor invitations be sent?: Send the main visitor invitation 3 to 4 weeks before the fair, then send a reminder 5 to 7 days beforehand. Close or review registrations at least 2 days before printing badges, visitor lists and programme leaflets.
When should catering and event equipment be confirmed?: Request catering, furniture and equipment bookings at least 3 weeks before the fair. Confirm final quantities 5 to 7 days before opening, including tables, chairs, glassware, coffee supplies, coolers and serving equipment.

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.