It’s a good idea to prepare a schedule of things to do on the day of the event. You’ll be very busy on the day of so having everything written down as a timeline will make your life much easier.
Some of the things you’ll need to do are:
- Set up the exhibitor area:
- Set up tables and chairs
- Set up separators between tables
- Put tablecloths on each table
- Put signs on each table (numbers or exhibitor names)
- Put up signs around the venue
- Set up your own tables for a raffle, merch sales, food giveaway, etc.
- Place trash and compost containers around the hall
- Fill water jugs and put out cups for them
- Take photos of the event
- Announce presenters in the exhibitor hall
- Take everything down at the end of the day
Here is the day-of schedule from Twin Cities Veg Fest 2013:
- 8:00am – put up signs in the East River Road ramp
- should include directions to Veg Fest
- only in elevator lobbies
- 8:00am – put up signs around Coffman
- on easels and other appropriate places
- signs outside Great Hall
- signs outside Kids Area (303) and speaker room (Mississipi)
- signs outside third floor elevators
- signs directing people to The Whole
- other signs around the venue with directions at entrances to the building
- 8:00am – general set up
- wash all dishes/water jugs provided by CAA
- put tablecloths on all tables
- put exhibitor names on assigned tables
- 9:00am – do basic setup for all CAA tables (Veg Fest, food giveaway, CAA, and PPV)
- Food Giveaway table
- start heating marinara at food giveaway table
- Veg Fest table
- lay out shirts by size
- lay out posters
- put up merch signs
- set up iPad with our Square accoun
- lay out raffle items
- put up raffle signs
- put up Veg Fest posters
- PPV table
- set up sign behind or in front of table
- set up viewing stations
- CAA table
- put banner up
- lay out lit
- 9:30am – trash/compost
- replace half of garbage bags in big cans with compostable bags
- create compost and trash signs based on what exhibitors bring
- attach compostable items to the signs.
- attach them to the compost and trash bins
- 9:40am – prep Food Giveaway
- start pouring almond milk into sample cups
- start cooking some sausages – cook then cut
- 9:50am – more Food Giveaway
- start cutting ice cream sandwiches and putting them in sample cups
- start cutting sausages and putting them in sample cups with marinara
- 11:00am
- Take 'instructional' photos so we know how to setup things for future years:
- exhibitor table, CAA table, Food giveaway table, Veg Fest table, composting signs, kids area
- 4:00pm
- remove signage inside East River Road Ramp