2-4 Weeks Before Your Archaeology Fair
Print out name tags for all presenter and volunteers. Make sure to make a few blank ones as presenters will sometimes bring extra people or substitute people without informing you.
Make a floor plan of the venue and arrange the presentations. This can be flexible as you may need to make changes on the day of the fair because of the nature of certain presentations. But having a general plan is a good idea. Be sure to pay attention to presenter needs such as requests for power outlets. If some groups have overlapping members that will be helping each other throughout the fair (covering lunch breaks, etc.), it may be easiest to place them next to each other.