Game Fair Checklist and Organising Plan
A game fair needs more than games and tables. You must coordinate exhibitors, competition entries, prizes, consoles, computers, screens, networking and power before visitors arrive. Start with the date, venue layout and exhibitor registration, then confirm competitions and equipment. On event day, allow time to clear emergency exits, mark stalls, connect consoles and test every display and network connection. This checklist puts the work in a practical order so late technical problems do not delay opening.
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
Determine trade show layout
2 people
Approach participating booths
2 people
Register exhibitors
2 people
Define competition elements
2 people
Set the prize schedule
Publish registration form
Send invitations
2 people
Post social media announcement
Process registrations
2 people
Collect dietary requirements
Send the booth map
Confirm competition registrations
2 people
Buy prizes and medals
Do the shopping
2 people
Check the equipment
2 people
Collect games and consoles
2 people
Store catering chilled
2 people
Bring materials to the venue
3 people
Open venue
2 people
Clear emergency exits
2 people
Set up tables and chairs
4 people
Mark stalls
2 people
Set up the registration desk
2 people
Connect game consoles
3 people
Connect the computers
3 people
Set up screens
3 people
Set up the network
2 people
Tape down cables securely
2 people
Set up and test the games
3 people
Hang up the match schedule
2 people
Prepare awards ceremony
2 people
Hang decorations
2 people
Set up catering
3 people
Chill drinks
2 people
Place information signs
2 people
Brief volunteers
2 people
Event
Staff the participant desk
3 people
Welcome visitors
3 people
Hand out wristbands
2 people
Welcome exhibitors
2 people
Direct visitors to booths
2 people
Guide open play tables
3 people
Explain the game rules
2 people
Register competition participants
2 people
Lead the first match
2 people
Supervise the second match
2 people
Assist with the finals
2 people
Record results
Refill drinks
2 people
Serve snacks
2 people
Refill coffee and tea
Empty trash bins
2 people
Tidy up play areas in between
2 people
Check equipment in between
2 people
Carry out award ceremony
2 people
Inform last visitors
2 people
See visitors out
3 people
Aftercare
Shut down gaming equipment
3 people
Pack consoles and computers
3 people
Disconnect and pack up screens
3 people
Gather competition materials
2 people
Collect stand materials
3 people
Dismantle furniture
4 people
Sort and remove waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Check and clean toilets
2 people
Return materials
3 people
Return borrowed equipment
2 people
Clear away leftover catering
2 people
Register lost and found items
Inform participants about the results
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 24
- Chairsqty 80
- Tall cocktail tablesqty 6
- Registration desk
- Bar stoolsqty 12
Equipment
- Game consolesqty 8
- Gaming computersqty 6
- Gaming monitorsqty 14
- Televisionsqty 4
- Game controllersqty 24
- Gaming miceqty 6
- Gaming keyboardsqty 6
- Gaming headsetsqty 12
- Webcamsqty 2
- HDMI cablesqty 16
- DisplayPort cablesqty 8
- Controller charging stationsqty 6
- Power stripsqty 18
- Extension cordsqty 14
- Network Switchesqty 3
- Network cablesqty 24
- Wi-Fi routersqty 2
- Laptopsqty 2
- Presentation screen
- Portable speakersqty 2
- Microphonesqty 2
- Cable reelsqty 4
- Cable traysqty 12
- USB charger plugsqty 8
- Power banksqty 6
- Socket testersqty 2
Sports equipment
- Game clocksqty 4
- Scoreboardsqty 4
- Prizesqty 12
- Medalsqty 12
Tableware
- Reusable cupsqty 120
- Coffee cupsqty 40
- Platesqty 120
- Cutlery setsqty 120
- Serving traysqty 8
- Small bowlsqty 16
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 6
- Thermos flasksqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 8
- Measuring cupsqty 2
- Food warmersqty 4
Decorations
- Gaming fair bannersqty 6
- Directional signsqty 12
- Table signsqty 24
- Tableclothsqty 24
- Decorative game postersqty 20
- Wristbandsqty 200
- Name stickersqty 200
- Markersqty 12
- Notice boardsqty 4
- Table décorqty 12
Lighting
- LED light stripsqty 10
- LED work lightsqty 6
- Light standsqty 4
Cleaning
- Waste binsqty 12
- Vacuum cleaner
- Broomqty 2
- Trash binsqty 2
- Mopsqty 2
- Bucketsqty 2
- Cleaning glovesqty 6
- Microfiber clothsqty 12
- Hand sanitizerqty 6
- Toilet brushesqty 2
- Paper towel dispensersqty 2
Catering
- Groceries
Tips
- Set the layout before inviting exhibitors. Mark every booth, registration desk, competition area and catering point on the floor plan, then send the booth map after registrations are confirmed.
- Give exhibitors a firm registration deadline at least 2–3 weeks before the fair. Use the final list to create the map, confirm booth requirements and identify missing equipment or power connections.
- Test the complete gaming setup 1–2 days before the event, not just individual devices. Check consoles, gaming computers, monitors, televisions, controllers, HDMI or DisplayPort cables, network switches and Wi-Fi.
- Bring cable reels, extension cords, power strips and cable trays with the equipment. Label each connection and keep walkways clear; loose cables are easy to miss during a busy venue setup.
- Buy prizes and medals before the final week and prepare the prize schedule alongside the competition registrations. Keep chilled catering stored safely and bring it to the venue only when the serving area is ready.
Frequently asked questions
- How far in advance should I organise a game fair?
- Start planning at least 8–12 weeks before the event. Confirm the date and venue first, then allow time for exhibitor registration, competition sign-ups, invitations, equipment checks and prize purchasing.
- When should exhibitors register for a game fair?
- Set the registration deadline 2–3 weeks before the fair. You need the final exhibitor list to complete the booth map, confirm competition entries and check whether each area has the required furniture, power and equipment.
- How early should I arrive to set up a game fair?
- Open the venue at least 3–4 hours before visitors arrive. Use the first part of that window for tables, chairs and stall markings, then reserve at least 90 minutes for connecting consoles, screens, computers and the network.
- What equipment should I test before a game fair?
- Test every console, gaming computer, monitor, television, controller, headset, keyboard, mouse and webcam, plus all HDMI, DisplayPort, network and power connections. Complete the test 1–2 days beforehand and repeat a quick power-on check on event morning.
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