Electronics fair checklist: what to arrange and when

An electronics fair needs more than exhibitor tables and a published program. You must match the floor plan to power capacity, internet access, demonstrations, storage and visitor flow before exhibitors arrive. This checklist puts registrations, catering, permits, signage and technical checks in a workable order. Use it to track the details that are often left until the final week, including setup times, badges, cables, payment terminals and backup equipment.

Organize this event for free with Lizzt

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
2 people
Create the trade show floor plan
2 people
Recruit exhibitors
3 people
Register exhibitors
2 people
Send exhibitor terms and conditions
2 people
Send invitations
3 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Check power capacity
2 people
Reserve Wi-Fi and internet
Reserve security
Book cleaning
Check permits
Check insurance
Send the floor plan to exhibitors
2 people
Confirm setup times
2 people
Publish the program
2 people
Design signage
2 people
Prepare badges
2 people
Print the registration list
Collect presentations
2 people
Check technical requirements
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Label the materials
2 people
Test the cash register and payment devices
2 people
Test presentation equipment
2 people
Check emergency exits
2 people

Event

Brief exhibitors
3 people
Open venue
2 people
Check power outlets
2 people
Test Wi‑Fi
Set up tables
4 people
Set up chairs
3 people
Set up exhibitor booths
8 people
Set up the presentation area
3 people
Set up registration desk
2 people
Set up catering table
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set up signage
2 people
Lay out badges and wristbands
2 people
Carry out final technical check
2 people
Welcome exhibitors
4 people
Register visitors
4 people
Check access
2 people
Inform visitors
3 people
Facilitate presentations
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Serve snacks
3 people
Remove catering waste
2 people
Check toilets
Incident reporting
Guide exhibitors out
3 people
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
Safely shut down electronics
3 people
Dismantle exhibitor stands
8 people
Clear tables and chairs
5 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove signage
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Register lost property
Check exhibitor invoices
2 people
Send thank-you message
2 people
Collect visitor feedback
2 people

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 100
Bar stoolsqty 12
Registration deskqty 2
Bar tablesqty 4
Waste binsqty 12
Clothes racksqty 4
Storage binsqty 20

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Payment terminalsqty 3
Wi-Fi hotspotsqty 3
Extension cordsqty 25
Power stripsqty 30
USB chargersqty 10
USB sticksqty 10
HDMI cablesqty 10
DisplayPort cablesqty 6
Ethernet cablesqty 12
Cable traysqty 20
Cable tiesqty 200
Cable reelsqty 6
Tool casesqty 4
Measuring tapesqty 4
Cordless screwdriversqty 3
Spare batteriesqty 40
Flashlightsqty 6
Walkie-talkiesqty 8
Headsetsqty 4

Lighting

LED work lightsqty 8
Light standsqty 6
Night lightsqty 4

Decorations

Trade show bannersqty 8
Roll-up bannersqty 10
Tableclothsqty 30
Stage backdropsqty 2
Directional signsqty 20
Stand number signsqty 40
Name badge holdersqty 120
Table display standsqty 40
Adhesive stripsqty 10
Gaffer tapeqty 12

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice binsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Cool bagsqty 10

Catering

Groceries

Tips

Create the floor plan before confirming every exhibitor position. Mark trade fair tables, chairs, bar stools, registration, storage, walkways and power points so exhibitors know exactly what space and connections they have.
Check electrical and internet requirements at least 2–3 weeks before the fair. Count laptops, projectors, payment terminals, Wi-Fi hotspots and charging points, then add extension cords, power strips, cable trays and cable ties where needed.
Set an exhibitor deadline for registrations, dietary requirements, presentations and technical needs. Send the final floor plan and setup times no later than 7 days before opening so exhibitors can prepare without last-minute changes.
Prepare visitor registration materials 1–2 days beforehand. Print the registration list, sort badges, test payment terminals and keep USB sticks, HDMI cables, DisplayPort cables and Ethernet cables together in a labelled tool case.
Schedule setup, cleaning and security as separate time blocks rather than treating them as one arrival period. Keep flashlights, walkie-talkies, headsets, spare batteries and cordless screwdrivers available for the final walkthrough and any late technical fix.

Frequently asked questions

How far in advance should I organise an electronics fair?: Start 8–12 weeks before the event if you need to recruit exhibitors, check permits, arrange insurance and reserve catering, security, cleaning and internet. Lock the floor plan and technical requirements at least 2 weeks before opening.
When should exhibitors receive the electronics fair floor plan?: Send a working floor plan when exhibitors register, then issue the confirmed version at least 7 days before the fair. Include table positions, setup times, storage, power access and any restrictions on demonstrations.
How do I plan power for an electronics fair?: List the expected load for each exhibitor and all shared equipment at least 2–3 weeks in advance. Check the venue’s capacity, allocate power points by zone and bring extension cords, power strips, cable reels and spare charging options.
What should I prepare the day before an electronics fair?: Complete the shopping check, print the registration list, prepare badges, test the projector and screen, check cables and payment terminals, and place signage. Allow at least 2 hours for a full technical and safety walkthrough 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.