If you are the coordinator for this fair,you need to do,
1.Email the schedule to the managers whose departments will be involved to this fair.
2.Collect the summary from each department,with detail list items.
3.Org.the meeting to discuss current issues,communicate with each department,make sure the process is on schedule.
4.Give updates to senior management,keep them updates
5.When the fair starts,make sure the oncall person is always available,and provide quick and correct answer to the customers,and keep customers information securely for future connection.