Fan convention checklist: what to arrange and when

A fan convention involves more than booking a venue and inviting guests. You need to build the programme, coordinate panelists and exhibitors, process registrations, and make the visitor flow work on the day. This checklist covers the practical details, from dietary requirements and volunteer shifts to badges, route signs, booth layouts and AV tests. Start venue and guest planning early, then leave the final week for printing, shopping and packing everything for setup.

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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
2 people
Compile program
3 people
Approach guests and panelists
2 people
Invite exhibitors
2 people
Create a registration form
Send invitations
2 people
Post social media announcement
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Make reservations
Order catering
2 people
Work out the floor plan
2 people
Confirm booth layout
2 people
Print the run sheet
2 people
Prepare name badges
2 people
Make route signs
2 people
Prepare quiz questions
2 people
Set up the prize table
2 people
Test the equipment
2 people
Do the shopping
3 people
Collect materials
3 people
Open venue
2 people
Set up tables and chairs
5 people
Set up the entrance desk
2 people
Mark stalls
3 people
Hang up decorations
4 people
Set up the stage area
3 people
Set up projector and screen
2 people
Connect sound equipment
2 people
Set up lighting equipment
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare snacks
3 people
Fill goodie bags
4 people
Set up the quiz room
2 people
Set up the prize table
2 people
Check toilets
Volunteer briefing
3 people
Welcome guests
2 people

Event

Staff the registration desk
3 people
Welcome visitors
2 people
Explain the program
Moderate the panel discussion
2 people
Host the autograph session
3 people
Oversee the Cosplay Contest
4 people
Serve break snacks
3 people
Refill drinks
2 people
Support exhibitors
2 people
Present the quiz round
2 people
Present prizes
2 people
Supervise the photo corner
2 people
Present the evening program
2 people
Announce the final order
Guide visitors to the exit
3 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
4 people
Collect stand materials
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
5 people
Clean the venue
4 people
Collect lost and found items
2 people
Return materials
2 people
Return equipment
2 people
Clear away leftover stock
2 people
Send thank-you messages

What to bring

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

Furniture

Tablesqty 18
Chairsqty 170
High tablesqty 8
Stoolsqty 12
Coat racksqty 3
Bollardsqty 12
Stage sectionsqty 6
Speaker table
Changing room screenqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 4
Mixer
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Battery lampsqty 8

Decorations

Themed decorationsqty 12
Postersqty 20
Bannersqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 18
Photo backdrop
Decorative propsqty 15
Paper tapeqty 8
Duct tapeqty 6
Cable tiesqty 200
Scissorsqty 8
Markersqty 24
Cable tiesqty 100

Tableware

Reusable cupsqty 220
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4

Catering

Goodie bagsqty 170
Name badgesqty 220
Wristbandsqty 220
Ballotsqty 200
Quiz formsqty 100
Pensqty 80
Prizesqty 12
Polaroid filmqty 6
Consumption tokensqty 500
Groceries
Ballot boxqty 2
Clipboardsqty 20
Display standsqty 12
Cash boxesqty 3
Polaroid camera
Conesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 12
Waste sorting binsqty 4
Towel rollsqty 8

Tips

Confirm the venue, date and room access before announcing the convention. Ask when you can open the building, where exhibitors can unload, and how many tables, chairs and power points each room can hold.
Build the programme before sending invitations. Allow time between panels for room changes, signing sessions and late arrivals, then print the final run sheet once speakers and panelists have confirmed.
Close registration with enough time to process names and dietary requirements. Prepare badges in advance, but keep blank badges and a marker at the entrance for last-minute changes.
Test the laptop, projector, screen, speakers, microphones, mixer and USB sticks before doors open. Bring extension cords and power strips, and assign one volunteer to handle technical problems during panels.
Walk the visitor route before opening: entrance desk, coat racks, toilets, programme rooms, exhibitor booths and exits. Put up route signs and use bollards where queues or restricted areas could cause confusion. Keep a setup buffer of at least 60 minutes before the first programme item.

Frequently asked questions

How far in advance should I plan a fan convention?: Start planning at least 6 months ahead if you need guests, exhibitors and a multi-room programme. Confirm the date and venue first, then approach panelists and exhibitors before opening registration.
When should fan convention registration close?: Close standard registration 3 to 7 days before the event so you can process attendee names, badges and dietary requirements. You can still offer a small number of on-the-day registrations if the venue capacity allows.
How many volunteers do I need for a fan convention?: Plan for at least 1 volunteer per active room, plus 2 people at the entrance during arrival and 1 coordinator for exhibitors and emergencies. Add extra help for setup, busy registration periods and programme changeovers.
How early should the venue be opened for fan convention setup?: Allow at least 2 hours for a convention with tables, booths, stage sections and AV equipment. Use the first 60 minutes for furniture and room layouts, then test equipment, place signs and prepare the entrance desk before doors open.

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