Fantasy convention checklist: what to arrange and when

A fantasy convention needs more than costumes and decorations. You need a clear programme, confirmed speakers and workshop leaders, a registration process, and a floor plan that keeps cosplay, RPG tables, workshops, and food areas moving smoothly. Use this checklist to work backwards from the event date, confirm suppliers early, and leave enough time for name badges, printed programmes, technical checks, and venue 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
Contact speakers and workshop facilitators
2 people
Contact suppliers and vendors
2 people
Make reservations
Open the registration form
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Process workshop registrations
2 people
Register cosplay contest
2 people
Prepare quiz questions
2 people
Set up RPG tables
2 people
Create floor plan
Prepare name badges
2 people
Print the program
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check materials
3 people
Chill drinks
2 people
Open venue
2 people
Block off the entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Put up info boards
2 people
Hang up decorations
4 people
Build the photo wall
3 people
Set up RPG tables
3 people
Set up workshop space
3 people
Set up quiz room
2 people
Set up sales tables
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Test sound equipment
2 people
Test presentation materials
2 people
Check toilets
2 people
Brief volunteers
3 people

Event

Open the entrance
3 people
Register visitors
4 people
Hand out name badges
2 people
Direct visitors to rooms
2 people
Deliver the opening presentation
2 people
Host lectures
2 people
Lead the workshops
4 people
Supervise RPG sessions
5 people
Receive vendors
2 people
Staff the sales area
2 people
Host the cosplay contest
3 people
Assist the cosplay jury
3 people
Present the fantasy quiz
2 people
Present prizes
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Update program changes
Register lost and found items
See off the last visitors
3 people
Close the sales area
2 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Pack up materials
3 people
Return borrowed materials
2 people
Store leftover food
2 people
Handle lost and found
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Bar stoolsqty 6
Clothes racksqty 4
Coat racksqty 4
Tableclothsqty 18
High tablesqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 6
Water jugsqty 8

Decorations

Fantasy bannersqty 12
Buntingqty 10
Artificial ivyqty 8
LED candlesqty 40
Treasure chestsqty 4
Artificial swordsqty 6
Dragon figuresqty 4
Photo backdrop
Photo wall accessoriesqty 25
Glue and tapeqty 10

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 4
Power banksqty 6
Alarm clocksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Paring knivesqty 4
Pliersqty 6
Serving spoonsqty 8
Bottle openersqty 4
traysqty 6

Registration

Registration tablesqty 2
Name badge holdersqty 120
Pensqty 30
Clipboardsqty 6
Cash registersqty 2
Cash traysqty 2
Wristbandsqty 120

Paper goods

Program flyersqty 150
Floor plansqty 120
Registration formsqty 150
Quiz formsqty 120
Evaluation formsqty 30
A4 paperqty 2
Directional signsqty 20
Markersqty 30

Game materials

RPG dice setsqty 20
Dice traysqty 6
Playing cardsqty 12
Notepadsqty 30
Pencilsqty 60
Miniaturesqty 80
Game matsqty 6
Sand timersqty 6

Prizes

Medal prizesqty 6
Gift vouchersqty 6
Trophiesqty 3

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Batteriesqty 40

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning cart

Catering

Groceries

Tips

Set the date and venue before publishing the registration form. Confirm room access, tables, chairs, coat storage, projector positions, and the time available for setup in writing.
Build the programme before sending invitations. Allow separate time slots for talks, workshops, the cosplay contest, quizzes, and RPG sessions, then check that speakers and facilitators have accepted each slot.
Close or review workshop and cosplay registrations several days before the convention. Use the final numbers to prepare badges, seating, materials, dietary information, and the floor plan rather than guessing on the day.
Test every laptop, projector, screen, speaker, and microphone in the actual rooms before doors open. Bring the presentation files offline and assign one person to handle technical problems during each session.
Do the final shopping check at least one day ahead, then chill drinks and group serving items before setup. Keep reusable cups, coffee cups, plates, cutlery, water jugs, and serving trays together so volunteers are not searching during breaks.

Frequently asked questions

How far in advance should I start planning a fantasy convention?: Start at least 8 to 12 weeks before the event. Confirm the date and venue first, then secure speakers, workshop facilitators, suppliers, and the main programme before opening registration.
When should registration open for a fantasy convention?: Open registration once the date, location, core programme, and ticket or attendance information are confirmed—usually 6 to 8 weeks before the convention. Review registrations weekly and set separate deadlines for workshops and the cosplay contest.
How many RPG tables do I need for a fantasy convention?: Plan one table for each RPG group, plus at least one spare table if the venue allows it. For example, six scheduled groups need 6 tables; adding 1 spare gives you room for late changes or equipment.
When should I print badges and the convention programme?: Print name badges and the programme 2 to 3 days before the event, after registration changes have slowed down. Keep a small batch of blank badges and extra programme copies for walk-ins, speakers, and last-minute corrections.

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