Games fair checklist and planning guide

A games fair needs more than tables full of games. You have to confirm exhibitors, manage registrations, plan tournaments and make sure every demo and playing area has the right equipment. Start with the venue and date, then work through exhibitors, promotion, floor planning and deliveries. In the final week, confirm dietary requirements, volunteers and booth details. On the day, allow time for exhibitor setup before opening and check that reception, payments, refreshments and tournament materials are ready.

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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

Reserve venue
Set the trade fair date
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post promotion online
Process registrations
2 people
Arrange exhibitor booths
2 people
Plan game tournaments
2 people
Collect dietary requirements
Arrange deliveries
Schedule volunteers
2 people
Create floor plan
2 people
Print the program
Prepare name badges
2 people
Do the shopping
2 people
Check the games
3 people
Chill drinks
2 people
Open venue
2 people
Set up the reception desk
2 people
Set up tables
4 people
Set up chairs
3 people
Welcome exhibitors
3 people
Have exhibitors set up
4 people
Set up demo and tournament tables
3 people
Hang up signage
2 people
Set up catering
2 people
Lay out the rules and prizes
2 people
Test the sound and lighting
2 people
Brief the front desk team
3 people

Event

Open the doors
3 people
Register visitors
3 people
Support exhibitors
2 people
Guide the demos
4 people
Oversee tournaments
3 people
Refill drinks
2 people
Refill snacks
2 people
Remove waste regularly
2 people
Register lost and found items
Inform last visitors
2 people

Aftercare

Have exhibitors take down their stands
4 people
Gather games and materials
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Empty waste containers
2 people
Turn off lights
Return borrowed items
2 people
Inform exhibitors about checkout
Handle lost and found

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Reception desk
High tablesqty 4
Tableclothsqty 24
Presentation boardsqty 8

Equipment

Cash boxesqty 3
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 10
Laptopsqty 2
Walkie-talkiesqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3

Game materials

Demo gamesqty 30
Tournament gamesqty 6
Diceqty 30
Playing cardsqty 20
Score padsqty 12
Game cardsqty 10
Prizesqty 12

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Serving traysqty 4
Serving plattersqty 8
Serving tongsqty 6

Decorations

Trade show bannersqty 4
Name badge holdersqty 40
Lanyardsqty 40
Registration formsqty 300
Program leafletsqty 300
Directional signsqty 12
Table numbersqty 24
Markersqty 12
Rolls of tapeqty 8
Scissorsqty 6

Lighting

LED lightsqty 10
String lightsqty 4

Cleaning

Broom setsqty 2
Mop setsqty 2
Bucketsqty 4

Catering

Groceries

Tips

Set the date and venue before contacting exhibitors. Publish the registration form only after you know the available space, booth layout and key event details, so you do not have to correct information later.
Give exhibitors a firm setup deadline on the event schedule. Keep enough time between their arrival and opening to arrange tables, demo games, tournament games, presentation boards and power safely.
Plan tournaments with fixed start times and named tables. Prepare dice, playing cards, score pads, game cards and prizes in separate sets so volunteers are not searching for materials between rounds.
Create the floor plan before arranging furniture. Mark the reception desk, exhibitor booths, demo tables, tournament tables, high tables and refreshment areas, then check that extension cords and power strips can reach equipment without creating trip hazards.
Finish the practical checks the day before: chill drinks, confirm deliveries, print the program and prepare name badges. On the morning, open the venue early enough to set up tables and chairs before welcoming exhibitors.

Frequently asked questions

How far in advance should I start planning a games fair?: Start at least 8 to 12 weeks ahead. Book the venue and set the date first, then allow several weeks to contact exhibitors, open registration, promote the fair and process responses.
When should exhibitors receive their booth information?: Send booth details and the floor plan at least 7 days before the fair. Include arrival and setup times, table allocation, power arrangements and any tournament or demo schedule.
How early should a games fair venue open on the day?: Open the venue at least 2 to 3 hours before visitors arrive. This gives you time to set up the reception desk, tables and chairs, check games and equipment, and let exhibitors prepare their booths.
How many tournament tables do I need for a games fair?: Base the number on your planned rounds and player capacity, then reserve separate tables for demos and waiting players. As a practical minimum, allow one table per active game or match plus 1 to 2 spare tables for delays, sign-in or replacement games.

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.