Game Fair Checklist and Planning Guide

A game fair needs more than games and tables. You have to coordinate exhibitors, visitor registrations, tournaments, demonstrations and enough working equipment for every station. Start with the date, venue layout and exhibitor contacts, then build the visitor information and competition schedule. In the final week, test consoles, PCs, screens, controllers and network equipment, confirm catering and assign volunteers. This checklist keeps the practical details in sequence so setup and opening run smoothly.

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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 date and opening hours
2 people
Review venue and room layout
2 people
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register tournaments
2 people
Set up the prize table
2 people
Create a visitor map
2 people
Assign pitch locations
2 people
Set up the tournament schedule
2 people
Print game rules
Design signage
Post promotion on social media
Prepare registration forms
Prepare name badges
Test equipment and consoles
3 people
Select games and demos
3 people
Order catering
Check stock and prices
2 people
Assign volunteers
2 people
Print safety information
Arrange prizes and change
2 people
Do the shopping
3 people
Chill drinks
2 people
Open venue
2 people
Protect the floor and tables
3 people
Set up tables and chairs
4 people
Welcome exhibitors
3 people
Hang up stand numbers
2 people
Set up consoles and computers
4 people
Connect the screens
3 people
Test the network
2 people
Set up games and consoles
3 people
Hang up decorations
2 people
Set up registration desk
2 people
Set up catering
3 people
Set up tournament table
2 people
Set up signage
2 people
Test audio and microphone
2 people
Give staff briefing
3 people

Event

Welcome visitors
4 people
Check tickets
2 people
Hand out name badges
2 people
Inform visitors
2 people
Guide the demos
4 people
Start tournaments
3 people
Oversee tournaments
3 people
Record scores
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet clean and replenished
2 people
Empty trash bins
2 people
Check game materials
2 people
Resolve technical issues
2 people
Handle prize ceremony
3 people
Wave goodbye to visitors
3 people
Check out exhibitors
3 people

Aftercare

Switch off equipment
3 people
Collect games and accessories
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the floor
2 people
Clean the restrooms
2 people
Check borrowed items
2 people
Return equipment
2 people
Clear away leftover catering
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Bollardsqty 8

Equipment

Game consolesqty 8
Gaming PCsqty 8
Monitorsqty 16
Televisionsqty 8
Game consolesqty 8
Game controllersqty 24
Keyboardsqty 8
Gaming miceqty 8
Headsetsqty 16
Speakersqty 2
Microphone
Microphone stand
Projector
Projection screen
Extension cordsqty 16
Extension cordsqty 20
HDMI cablesqty 16
Network cablesqty 20
Network Switchesqty 2
Wi-Fi router
Charging stationsqty 4
Power banksqty 4

Game materials

Board gamesqty 30
Card gamesqty 15
Tabletop gamesqty 8
Diceqty 60
Play matsqty 12
Conesqty 12
Tournament controllersqty 8
Scoreboardsqty 6
Stopwatchesqty 4
Playing card holdersqty 8

Registration

Laptopqty 2
Cash drawer
Payment terminal
Badge holdersqty 100
Wristbandsqty 120
Clipboardsqty 6
Ballpoint pensqty 30
Printer
Printer paperqty 2

Decorations

Game postersqty 20
Bannersqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Ropeqty 2
Directional signsqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Power stripsqty 8

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice cube traysqty 6
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4
Serving jugsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the room layout before assigning exhibitor pitches. Leave clear routes for visitors, queue space at registration and enough power access for gaming PCs, consoles, monitors and charging stations.
Set tournament registration deadlines before publishing the schedule. Print the rules and schedule, then keep a few spare copies at the registration desk for late arrivals and spectators.
Test every console, PC, monitor, television, controller, headset and HDMI cable at the venue rather than at home. Allow at least 2 hours for fixing missing adapters, network problems or faulty equipment.
Prepare visitor information in more than one place: a map, signs, safety information and name badges. Put directional signs at entrances, registration, tournament areas, toilets and catering so volunteers do not need to guide every visitor.
Plan drinks, snacks and change before the event day. Chill drinks several hours in advance, check stock and prices after shopping, and give volunteers clear responsibility for restocking and handling the prize table.

Frequently asked questions

How far in advance should I organize a game fair?: Start contacting exhibitors and booking the venue at least 8 to 12 weeks ahead. Use the final 2 weeks for registrations, tournament entries, signage, equipment checks and volunteer assignments.
How many volunteers do I need for a game fair?: Plan at least 1 volunteer for registration, 1 for tournaments, 1 for equipment support and 1 for general floor help during opening hours. Add another volunteer for roughly every 50 to 75 visitors if the venue has several rooms or busy queues.
When should I test the gaming equipment?: Run a full test at the venue 1 to 2 days before opening, including consoles, gaming PCs, screens, controllers, headsets, cables and the network. Do a shorter power-on check on the morning of the fair.
How do I schedule tournaments at a game fair?: Set registration cut-offs at least 30 minutes before each tournament starts and publish match times on the visitor map and signs. Allow 10 to 15 minutes between rounds for results, player changes and technical problems.

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.