Things To Do the Day of the Event

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