Computer Fair Checklist and Planning Guide

A computer fair needs more than tables and exhibitors. You must coordinate registrations, stand assignments, power, networking, payments, visitor information, and the practical details that are easy to leave until the last day. Start by confirming the date and venue, then build the floor plan before assigning stands. Use this checklist to keep exhibitor communication, equipment testing, shopping, and final safety checks on schedule.

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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

Confirm date and location
Determine trade show layout
2 people
Develop the seating plan and walking routes
2 people
Draft participant terms and conditions
Open registration form
Send invitations
2 people
Promote the trade fair on social media
Distribute posters
2 people
Contact sellers
2 people
Process registrations
Check participant details
Collect dietary requirements
Assign pitch locations
2 people
Inform exhibitors
Close registrations
Send visitor information
Make reservations
Check permits
Check insurance details
Compile shopping list
2 people
Do the shopping
2 people
Test equipment
2 people
Prepare print materials
Call exhibitors
Check the weather forecast
Gather materials
3 people
Fill coolers
2 people
Open venue
2 people
Clear the loading and unloading area
3 people
Set up tables
4 people
Set up chairs
3 people
Number the stands
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Guide exhibitors to their stands
2 people
Connect technical equipment at the stands
3 people
Set up the projector and screen
2 people
Display Wi-Fi information
Put up signage
2 people
Set up the information desk
2 people
Test the cash register and card terminal
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Check toilets
Carry out safety checks
2 people
Brief the front desk team
2 people

Event

Open the doors
2 people
Register visitors
3 people
Collect entrance fees
2 people
Inform visitors
2 people
Distribute program
2 people
Support exhibitors
2 people
Monitor traffic flow
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Guide the demos
2 people
Take photos
Keep first aid available
Inform last visitors
2 people
Close sales
2 people
See visitors out
2 people

Aftercare

Check out exhibitors
2 people
Have exhibitors take down their stands
4 people
Switch off equipment
2 people
Close the register
2 people
Remove decorations
2 people
Gather tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Clean the restrooms
2 people
Collect lost and found items
Load materials
4 people
Return rented materials
2 people
Return venue keys
Thank participants
Share photos with participants

What to bring

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

Furniture

Tablesqty 35
Chairsqty 80
Information desk
Stoolsqty 8
Clothes racksqty 4
Bollardsqty 12

Equipment

Laptopsqty 3
Tabletsqty 2
Payment terminal
Cash drawer
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 12
Power stripsqty 15
HDMI cablesqty 4
Network cablesqty 10
Wi-Fi router
USB sticksqty 10
Cable traysqty 10
Cable tiesqty 100
Power metersqty 2
Tool casesqty 2
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Thermos flasksqty 4
Pitcherqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 10
traysqty 4

Decorations

Trade show bannersqty 4
Tableclothsqty 35
Table signsqty 35
Program leafletsqty 250
Route arrowsqty 20
Information boardsqty 8
Name stickersqty 200
Poster puttyqty 4
Markersqty 12
Pensqty 30

Lighting

LED lightsqty 8
Light cablesqty 4
Flashlightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 10
Waste binsqty 4

Catering

Groceries

Tips

Create the floor plan before confirming stand assignments. Mark tables, chairs, the information desk, walkways, clothing racks, bollards, and every power point so exhibitors know exactly what space they receive.
Test all technical equipment at least 7 days before the fair. Check laptops, tablets, the payment terminal, projector, screen, speakers, microphone, HDMI cables, network cables, Wi-Fi router, extension cords, and power strips together rather than separately.
Close registrations early enough to check every participant detail and assign stands without rushing. Send the final exhibitor information after assignments are complete, including arrival instructions, table size, power access, payment arrangements, and setup times.
Plan power and cable management before furniture arrives. Count extension cords and power strips, use cable trays and cable ties where people walk, and keep tool cases, hand trucks, and power meters available for setup and troubleshooting.
Prepare visitor and catering details before the final week. Print signs and information materials, confirm dietary requirements, and count cups, glasses, plates, cutlery sets, and serving spoons against the expected attendance rather than guessing on the day.

Frequently asked questions

How early should I start planning a computer fair?: Start at least 8 to 12 weeks before the event. That gives you time to confirm the venue, open registrations, contact exhibitors, promote the fair, check permits and insurance, and produce a workable floor plan.
When should computer fair registrations close?: Close registrations 7 to 10 days before the fair. Use that period to verify participant details, collect dietary requirements, assign stand spaces, and send final visitor and exhibitor information.
How long before a computer fair should equipment be tested?: Complete the main equipment test at least 7 days beforehand, then repeat a short check on setup day. Test power, Wi-Fi, network cables, payment equipment, presentation equipment, microphones, and spare connection cables in the actual room where possible.
How much time is needed to set up a computer fair?: Allow at least 3 to 4 hours for setup, and longer if you have many exhibitors or complex networking. Put out tables and chairs first, then install power and cable routes, test equipment, prepare the information desk, and brief exhibitors before doors open.

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.