How to organise a fan convention from start to finish

Start by fixing the date and venue, then build the programme around the space, guest availability and expected attendance. Confirm panelists, exhibitors and catering before opening registration, so your sign-up form includes the details people actually need. As registrations arrive, track dietary requirements, volunteer shifts and room capacity together. In the final week, turn the programme into a timed run sheet and check every microphone, projector, power strip and sign before setup day.

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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 people
2
Compile program
3 people
3
Approach guests and panelists
2 people
4
Invite exhibitors
2 people
5
Create a registration form
6
Send invitations
2 people
7
Post social media announcement
8
Process registrations
2 people
9
Collect dietary requirements
10
Recruit volunteers
2 people
11
Make reservations
12
Order catering
2 people
13
Work out the floor plan
2 people
14
Confirm booth layout
2 people
15
Print the run sheet
2 people
16
Prepare name badges
2 people
17
Make route signs
2 people
18
Prepare quiz questions
2 people
19
Set up the prize table
2 people
20
Test the equipment
2 people
21
Do the shopping
3 people
22
Collect materials
3 people
23
Open venue
2 people
24
Set up tables and chairs
5 people
25
Set up the entrance desk
2 people
26
Mark stalls
3 people
27
Hang up decorations
4 people
28
Set up the stage area
3 people
29
Set up projector and screen
2 people
30
Connect sound equipment
2 people
31
Set up lighting equipment
2 people
32
Set up the catering table
3 people
33
Chill drinks
2 people
34
Prepare snacks
3 people
35
Fill goodie bags
4 people
36
Set up the quiz room
2 people
37
Set up the prize table
2 people
38
Check toilets
39
Volunteer briefing
3 people
40
Welcome guests
2 people

Event

41
Staff the registration desk
3 people
42
Welcome visitors
2 people
43
Explain the program
44
Moderate the panel discussion
2 people
45
Host the autograph session
3 people
46
Oversee the Cosplay Contest
4 people
47
Serve break snacks
3 people
48
Refill drinks
2 people
49
Support exhibitors
2 people
50
Present the quiz round
2 people
51
Present prizes
2 people
52
Supervise the photo corner
2 people
53
Present the evening program
2 people
54
Announce the final order
55
Guide visitors to the exit
3 people
56
See off guests
2 people

Aftercare

57
Switch off equipment
2 people
58
Remove decorations
4 people
59
Collect stand materials
3 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
5 people
63
Clean the venue
4 people
64
Collect lost and found items
2 people
65
Return materials
2 people
66
Return equipment
2 people
67
Clear away leftover stock
2 people
68
Send thank-you messages

What to bring

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

Furniture

Tablesqty 18
Chairsqty 170
High tablesqty 8
Stoolsqty 12
Coat racksqty 3
Bollardsqty 12
Stage sectionsqty 6
Speaker table
Changing room screenqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 4
Mixer
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 10
USB sticksqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Battery lampsqty 8

Decorations

Themed decorationsqty 12
Postersqty 20
Bannersqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 18
Photo backdrop
Decorative propsqty 15
Paper tapeqty 8
Duct tapeqty 6
Cable tiesqty 200
Scissorsqty 8
Markersqty 24
Cable tiesqty 100

Tableware

Reusable cupsqty 220
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4

Catering

Goodie bagsqty 170
Name badgesqty 220
Wristbandsqty 220
Ballotsqty 200
Quiz formsqty 100
Pensqty 80
Prizesqty 12
Polaroid filmqty 6
Consumption tokensqty 500
Groceries
Ballot boxqty 2
Clipboardsqty 20
Display standsqty 12
Cash boxesqty 3
Polaroid camera
Conesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 12
Waste sorting binsqty 4
Towel rollsqty 8

Tips

Lock the venue and date before contacting guests or exhibitors. Allow at least 8 to 12 weeks for confirmations, registration and printed materials, especially if the convention includes panels, booths and a quiz.
Design the floor plan before ordering furniture. Mark the entrance desk, exhibitor booths, stage sections, speaker table, coat racks and clear walking routes; leave enough space for queues rather than filling every area with tables.
Open registration only after the programme has a workable first version. Include attendance details, dietary requirements and any information needed for catering, then review registrations at least twice a week.
Assign volunteers to specific shifts instead of asking for general help. Cover entrance check-in, room changes, guest support, exhibitor questions and the prize table, with at least one named backup for each busy period.
Run a full equipment test no later than the day before. Connect the laptop, projector, projection screen, speakers, microphones, mixer and microphone stands, then label extension cords, power strips and USB sticks so a fault can be fixed quickly.

Frequently asked questions

How far in advance should I organise a fan convention?: Start at least 8 to 12 weeks before the event. Use the first two weeks for the date, venue, programme outline and initial guest and exhibitor contacts, then allow several weeks for registration and catering numbers.
When should fan convention registration open?: Open registration once the date, venue, core programme and cancellation details are confirmed, usually 6 to 8 weeks before the convention. Review sign-ups twice a week and set a clear deadline for dietary requirements, ideally 7 days before the event.
How many volunteers do I need for a fan convention?: Plan for at least 1 volunteer per active area or shift, plus 2 people who can cover breaks and unexpected problems. For an entrance desk, programme rooms, exhibitor area and guest support, that usually means a minimum core team of 6 to 8 volunteers.
When should I test the equipment for a fan convention?: Do a complete test at least 24 hours before opening and repeat the key sound and projection checks when the room is set up. Test every microphone, speaker, projector connection and power strip, and keep spare cables and USB sticks at the entrance or control desk.

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