How to organise a computer fair

A computer fair needs more than tables and exhibitors. Start by confirming the date and venue, then build the floor plan, registration process and exhibitor terms before promotion begins. Give yourself time to check participant details, assign stand spaces and test laptops, payment equipment, Wi-Fi and presentation gear. The final week is for closing registrations, sending visitor information and confirming every practical detail with exhibitors.

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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

1
Confirm date and location
2
Determine trade show layout
2 people
3
Develop the seating plan and walking routes
2 people
4
Draft participant terms and conditions
5
Open registration form
6
Send invitations
2 people
7
Promote the trade fair on social media
8
Distribute posters
2 people
9
Contact sellers
2 people
10
Process registrations
11
Check participant details
12
Collect dietary requirements
13
Assign pitch locations
2 people
14
Inform exhibitors
15
Close registrations
16
Send visitor information
17
Make reservations
18
Check permits
19
Check insurance details
20
Compile shopping list
2 people
21
Do the shopping
2 people
22
Test equipment
2 people
23
Prepare print materials
24
Call exhibitors
25
Check the weather forecast
26
Gather materials
3 people
27
Fill coolers
2 people
28
Open venue
2 people
29
Clear the loading and unloading area
3 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Number the stands
2 people
33
Welcome exhibitors
3 people
34
Register exhibitors
2 people
35
Guide exhibitors to their stands
2 people
36
Connect technical equipment at the stands
3 people
37
Set up the projector and screen
2 people
38
Display Wi-Fi information
39
Put up signage
2 people
40
Set up the information desk
2 people
41
Test the cash register and card terminal
2 people
42
Set up coffee station
2 people
43
Chill drinks
2 people
44
Set out snacks
2 people
45
Check toilets
46
Carry out safety checks
2 people
47
Brief the front desk team
2 people

Event

48
Open the doors
2 people
49
Register visitors
3 people
50
Collect entrance fees
2 people
51
Inform visitors
2 people
52
Distribute program
2 people
53
Support exhibitors
2 people
54
Monitor traffic flow
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Check toilets periodically
60
Guide the demos
2 people
61
Take photos
62
Keep first aid available
63
Inform last visitors
2 people
64
Close sales
2 people
65
See visitors out
2 people

Aftercare

66
Check out exhibitors
2 people
67
Have exhibitors take down their stands
4 people
68
Switch off equipment
2 people
69
Close the register
2 people
70
Remove decorations
2 people
71
Gather tables and chairs
4 people
72
Collect waste
3 people
73
Wash dishes
2 people
74
Clean the venue
3 people
75
Clean the restrooms
2 people
76
Collect lost and found items
77
Load materials
4 people
78
Return rented materials
2 people
79
Return venue keys
80
Thank participants
81
Share photos with participants

What to bring

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

Furniture

Tablesqty 35
Chairsqty 80
Information desk
Stoolsqty 8
Clothes racksqty 4
Bollardsqty 12

Equipment

Laptopsqty 3
Tabletsqty 2
Payment terminal
Cash drawer
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 12
Power stripsqty 15
HDMI cablesqty 4
Network cablesqty 10
Wi-Fi router
USB sticksqty 10
Cable traysqty 10
Cable tiesqty 100
Power metersqty 2
Tool casesqty 2
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Thermos flasksqty 4
Pitcherqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 10
traysqty 4

Decorations

Trade show bannersqty 4
Tableclothsqty 35
Table signsqty 35
Program leafletsqty 250
Route arrowsqty 20
Information boardsqty 8
Name stickersqty 200
Poster puttyqty 4
Markersqty 12
Pensqty 30

Lighting

LED lightsqty 8
Light cablesqty 4
Flashlightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 10
Waste binsqty 4

Catering

Groceries

Tips

Set the layout before assigning stands. Allow clear walking routes between tables, place the information desk where visitors can see it on arrival, and check that extension cords and cable trays will not cross public walkways.
Open registrations only after the participant terms, stand capacity and required details are ready. Close registrations early enough to check names, requirements and payment arrangements before assigning spaces.
Test the technical setup at least 24 hours before opening. Connect laptops, tablets, the payment terminal, Wi-Fi router, projector, speakers and microphone in the venue rather than testing each item separately.
Send exhibitors their stand number, arrival time, access instructions and what they need to bring no later than 3 days before the fair. Call anyone who has not confirmed instead of assuming they will attend.
Prepare the information desk and printed materials before doors open. Keep spare HDMI cables, network cables, USB sticks, cable ties and basic tools nearby, and use hand trucks to move tables and equipment safely.

Frequently asked questions

How long does it take to organise a computer fair?: Allow at least 6 to 8 weeks for a small computer fair. Use the first 2 weeks for the venue, layout and exhibitor terms, then leave 3 to 4 weeks for registrations and promotion.
When should I invite exhibitors to a computer fair?: Contact potential exhibitors 6 weeks before the event if possible. Close registrations 7 to 10 days beforehand so you have time to check details, assign stand spaces and send final instructions.
How many tables and power outlets do I need for a computer fair?: Plan one table per stand unless an exhibitor requests more, then add at least 10% spare table capacity if the venue allows it. Count every laptop, tablet, payment terminal and presentation device, and provide power strips and extension cords for each stand zone.
What should I test before a computer fair opens?: Test all devices and connections at least 24 hours before opening, including Wi-Fi, network cables, payment terminals, projectors, speakers and microphones. Repeat a short check 60 minutes before visitors arrive because equipment may have been moved during setup.

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