Care Technology Fair checklist: what to arrange and when

A Care Technology Fair needs more than a list of exhibitors and a room full of stands. You need to define the visitor profile, confirm the programme, process registrations and give exhibitors clear practical information. This checklist follows the work from the first planning decisions through the final venue check. It also helps you catch details that are often left too late, such as dietary requirements, badges, booth maps, charged equipment and power distribution.

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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 date and program
2 people
Compile exhibitor list
2 people
Define visitor profile
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Invite exhibitors
2 people
Assign pitch locations
2 people
Send exhibitor information
2 people
Process registrations
2 people
Collect dietary requirements
Confirm speakers
2 people
Collect presentations
Publish the program
2 people
Check visitor list
2 people
Prepare name badges
2 people
Prepare exhibitor badges
2 people
Print the route and booth map
2 people
Check the signage
2 people
Check the inventory list
2 people
Do the shopping
3 people
Charge equipment
2 people
Bring materials to the venue
3 people
Check venue and rooms
3 people
Set up booth layout
4 people
Place the booth panels
4 people
Set up exhibitor tables
4 people
Set up chairs and lounge areas
3 people
Set up registration desk
2 people
Build the catering buffet
3 people
Set up coffee stations
2 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test microphones
2 people
Test Wi-Fi and charging points
2 people
Check demo equipment
3 people
Set up booth materials
4 people
Hang up signage
2 people

Event

Staff the registration table
2 people
Welcome exhibitors
3 people
Register visitors
3 people
Hand out name badges
2 people
Direct visitors to booths
2 people
Guide the opening
2 people
Facilitate presentations
2 people
Welcome speakers
Start presentations
Operate the questions microphone
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Check toilets
Keep booth floors clear
2 people
Resolve technical issues
2 people
Inform last visitors
2 people
See exhibitors off
2 people

Aftercare

Turn Off Demo Equipment
3 people
Collect stand materials
4 people
Dismantle display panels
4 people
Clear tables and chairs
4 people
Chill catering leftovers
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
3 people
Store equipment safely
2 people
Return materials
3 people
Return rental items
2 people
Store unused groceries
2 people
Register lost and found items
Send thank-you message
2 people
Archive attendance data
Organize invoices and receipts
Save photos and documents

What to bring

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

Furniture

Trade show stand panelsqty 24
Exhibitor tablesqty 20
Visitor chairsqty 120
Bar stoolsqty 12
Lounge sofasqty 4
Lounge armchairsqty 8
Side tablesqty 8
Registration desksqty 2
Clothes racksqty 4

Equipment

Laptopsqty 6
Tabletsqty 6
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 20
Power stripsqty 20
USB chargersqty 12
Power banksqty 6
Wi-Fi boostersqty 3
Presentation clickersqty 2
Cable traysqty 20
Cable tiesqty 100
Label printersqty 2

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving traysqty 8
Pliersqty 8

Decorations

Company name signsqty 20
Stand number signsqty 20
Directional signsqty 12
Information bannersqty 8
Tableclothsqty 24
Plantsqty 20
Pen holdersqty 20

Lighting

LED light panelsqty 12
Standing lampsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Vacuum cleanerqty 2
Mopsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Set the date, programme and visitor profile before drafting invitations. Exhibitors need enough notice to confirm their stand requirements, presentations and attendee details.
Keep the exhibitor list and registration data together from the start. Check registrations regularly, collect dietary requirements and prepare separate visitor and exhibitor badges before the event week.
Assign stand locations only after you know the final exhibitor list. Print the route and booth map, then place the stand panels, exhibitor tables and registration desks according to the same layout.
Collect presentations before publishing the programme, rather than waiting for speakers to bring files on the day. Test the projector, screen, microphones, speakers, mixer and presentation clickers with the actual files.
Do the inventory and shopping check before equipment goes to the venue. Charge laptops, tablets, microphones and power banks, and pack extension cords, power strips, cable trays, cable ties, chargers and signage together so setup does not stop over missing small items.

Frequently asked questions

How early should I start planning a Care Technology Fair?: Start at least 8 to 12 weeks before the fair if you need multiple exhibitors, speakers and visitor registrations. Set the date and programme first, then allow time for invitations, stand allocation, presentations and final venue checks.
When should exhibitor invitations be sent for a Care Technology Fair?: Send the first invitations 6 to 8 weeks before the event. Follow up after 1 to 2 weeks, and send confirmed exhibitors their stand location, programme details and practical information once registrations are processed.
When should I publish the Care Technology Fair programme?: Publish the programme about 2 to 3 weeks before the fair, after speakers and presentations are confirmed. Leave at least 7 days to correct changes and include the final programme in visitor communications.
What should I check at the venue before the Care Technology Fair?: Complete a room and hall check 1 to 2 days before setup, then do a final walk-through on the event morning. Confirm the stand layout, signage, route map, registration desks, seating, power, Wi-Fi and charged presentation equipment.

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.