Winter sports fair checklist: plan the day step by step

A winter sports fair needs more than exhibitor invitations and a room full of tables. You must coordinate pitch locations, power, presentations, visitor registration, catering and the final hall setup in the right order. Start by fixing the date, opening hours and room layout, then give exhibitors clear deadlines for their requirements. Use the final week to print badges, price lists and signage, confirm equipment and check dietary needs. On the day itself, allow time to inspect the hall, arrange furniture and test every presentation connection.

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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 trade fair date and times
2 people
Reserve the venue and room layout
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Publish registration form
Send visitor invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Assessing exhibitor needs
2 people
Assign pitch locations
2 people
Inform exhibitors
Order catering
2 people
Checking equipment and power
2 people
Create the presentation schedule
Create floor plans and signage
Prepare wristbands and badges
2 people
Print information materials
Print price lists and forms
Do the shopping
2 people
Bring materials to the venue
3 people
Check the hall and toilets
2 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Distribute power outlets
2 people
Hang lighting
3 people
Connect the sound system
2 people
Set up presentation screen
2 people
Set out demo materials
4 people
Hang up decorations
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up signage
2 people
Set up entrance and cloakroom
2 people
Clear emergency routes
2 people
Test equipment and microphones
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Register visitors
3 people
Hand out badges
2 people
Inform visitors
2 people
Announce presentations
Facilitate presentations
2 people
Guide demonstrations
3 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
2 people
Check toilets
Register lost and found items
See visitors off
2 people
Check out exhibitors
2 people

Aftercare

Turn off the sound system
2 people
Collect presentation materials
3 people
Dismantle stand materials
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Wash dishes
3 people
Pack equipment
3 people
Sort and remove waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Hand over lost and found items
Return materials
3 people
Return rental items
2 people
Store unused groceries
2 people
Send visitor thank-you message
Send thank-you message to exhibitors

What to bring

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

Furniture

Trade fair tablesqty 20
Chairsqty 80
Display wallsqty 20
Bar stoolsqty 12
Coat racksqty 4
Waste binsqty 10

Tableware

Coffee cupsqty 100
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 20

Equipment

Laptopqty 2
Projector
Presentation screen
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Coolersqty 4
Cable reelsqty 4
Hand trucksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Refrigeratorsqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 4

Decorations

Snowflake decorationqty 30
Winter sports postersqty 20
Buntingqty 10
Tableclothsqty 20
Directional signsqty 20
Booth numbersqty 20
Badge holdersqty 120
Name stickersqty 150
Registration formsqty 150
Program leafletsqty 200
Pensqty 30
Clipboardsqty 6
Tapeqty 8
Cable tiesqty 100

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the date, opening hours and room layout before inviting exhibitors. Keep a layout with enough space for visitors, display walls, coat racks and clear routes to the toilets and exits.
Ask exhibitors about table size, display walls, power and presentation needs when they register. Confirm these requirements at least 7 days before the fair so extension cords, power strips and cable reels can be arranged.
Close visitor registration 2 to 3 days before the event and use the final list for badges, wristbands, catering numbers and dietary requirements. Keep a small printed backup list at the entrance.
Create the presentation schedule and test the laptop, projector, screen, speakers and wireless microphones before doors open. Allow at least 30 minutes for sound and power checks, especially if several presenters share the equipment.
Finish printing information materials, price lists, forms and stand numbers before bringing supplies to the venue. On setup day, check the hall and toilets first, then arrange tables, chairs, exhibition walls and signage before exhibitors arrive.

Frequently asked questions

How far in advance should I plan a winter sports fair?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Send exhibitor invitations once the room layout and opening hours are fixed, then open visitor registration several weeks before the fair.
When should exhibitors confirm their equipment needs?: Ask for equipment, power and presentation requirements during registration and confirm them at least 7 days before the event. This gives you time to source extension cords, power strips, cable reels and additional furniture.
How many presentation microphones do I need for a winter sports fair?: Plan one working microphone for each presentation position, plus one spare if the schedule is continuous. Test the wireless microphones, speakers and laptop at least 30 minutes before the first presentation.
When should I order catering for a winter sports fair?: Place the catering order after registrations and dietary requirements have been checked, usually 3 to 5 days before the fair. Add a small buffer for late arrivals, but base the main order on confirmed visitor and exhibitor numbers.

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.