How to organise a fantasy convention from start to finish
A fantasy convention needs more than a programme and themed decorations. You have to secure the venue, build a schedule around speakers and workshops, manage several types of registration, and prepare rooms for RPGs, talks and cosplay activities. Start with the date, location and programme structure, then move to suppliers, promotion and attendee data. In the final week, confirm every contributor, check equipment and materials, and print the information people will need on the day.
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
Contact speakers and workshop facilitators
2 people
- 4
Contact suppliers and vendors
2 people
- 5
Make reservations
- 6
Open the registration form
- 7
Send invitations
2 people
- 8
Post promotion online
2 people
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Process workshop registrations
2 people
- 12
Register cosplay contest
2 people
- 13
Prepare quiz questions
2 people
- 14
Set up RPG tables
2 people
- 15
Create floor plan
- 16
Prepare name badges
2 people
- 17
Print the program
2 people
- 18
Check the shopping list
2 people
- 19
Do the shopping
3 people
- 20
Check materials
3 people
- 21
Chill drinks
2 people
- 22
Open venue
2 people
- 23
Block off the entrance
2 people
- 24
Set up tables
4 people
- 25
Set up chairs
4 people
- 26
Set up registration desk
2 people
- 27
Put up info boards
2 people
- 28
Hang up decorations
4 people
- 29
Build the photo wall
3 people
- 30
Set up RPG tables
3 people
- 31
Set up workshop space
3 people
- 32
Set up quiz room
2 people
- 33
Set up sales tables
3 people
- 34
Set up the catering buffet
3 people
- 35
Prepare coffee and tea
2 people
- 36
Test sound equipment
2 people
- 37
Test presentation materials
2 people
- 38
Check toilets
2 people
- 39
Brief volunteers
3 people
Event
- 40
Open the entrance
3 people
- 41
Register visitors
4 people
- 42
Hand out name badges
2 people
- 43
Direct visitors to rooms
2 people
- 44
Deliver the opening presentation
2 people
- 45
Host lectures
2 people
- 46
Lead the workshops
4 people
- 47
Supervise RPG sessions
5 people
- 48
Receive vendors
2 people
- 49
Staff the sales area
2 people
- 50
Host the cosplay contest
3 people
- 51
Assist the cosplay jury
3 people
- 52
Present the fantasy quiz
2 people
- 53
Present prizes
2 people
- 54
Serve drinks
3 people
- 55
Serve snacks
3 people
- 56
Refill drinks
2 people
- 57
Restock the buffet
2 people
- 58
Collect tableware
2 people
- 59
Empty trash bins
2 people
- 60
Check toilets periodically
2 people
- 61
Update program changes
- 62
Register lost and found items
- 63
See off the last visitors
3 people
- 64
Close the sales area
2 people
Aftercare
- 65
Turn off the sound equipment
2 people
- 66
Clean up catering
3 people
- 67
Wash dishes
3 people
- 68
Clear tables and chairs
4 people
- 69
Remove decorations
3 people
- 70
Collect waste
3 people
- 71
Clean the venue
4 people
- 72
Clean the restrooms
2 people
- 73
Pack up materials
3 people
- 74
Return borrowed materials
2 people
- 75
Store leftover food
2 people
- 76
Handle lost and found
- 77
Send thank-you message
- 78
Share photos with participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- Chairsqty 120
- Bar stoolsqty 6
- Clothes racksqty 4
- Coat racksqty 4
- Tableclothsqty 18
- High tablesqty 6
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 80
- Platesqty 150
- Dessert platesqty 100
- Cutlery setsqty 150
- Serving plattersqty 12
- Serving traysqty 6
- Water jugsqty 8
Decorations
- Fantasy bannersqty 12
- Buntingqty 10
- Artificial ivyqty 8
- LED candlesqty 40
- Treasure chestsqty 4
- Artificial swordsqty 6
- Dragon figuresqty 4
- Photo backdrop
- Photo wall accessoriesqty 25
- Glue and tapeqty 10
Equipment
- Laptopsqty 3
- Projectorsqty 2
- Projection screensqty 2
- Speakersqty 2
- Microphonesqty 3
- Microphone standsqty 2
- Extension cordsqty 8
- Power stripsqty 10
- USB sticksqty 4
- Power banksqty 6
- Alarm clocksqty 4
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Ice cube traysqty 6
- Cutting boardsqty 4
- Paring knivesqty 4
- Pliersqty 6
- Serving spoonsqty 8
- Bottle openersqty 4
- traysqty 6
Registration
- Registration tablesqty 2
- Name badge holdersqty 120
- Pensqty 30
- Clipboardsqty 6
- Cash registersqty 2
- Cash traysqty 2
- Wristbandsqty 120
Paper goods
- Program flyersqty 150
- Floor plansqty 120
- Registration formsqty 150
- Quiz formsqty 120
- Evaluation formsqty 30
- A4 paperqty 2
- Directional signsqty 20
- Markersqty 30
Game materials
- RPG dice setsqty 20
- Dice traysqty 6
- Playing cardsqty 12
- Notepadsqty 30
- Pencilsqty 60
- Miniaturesqty 80
- Game matsqty 6
- Sand timersqty 6
Prizes
- Medal prizesqty 6
- Gift vouchersqty 6
- Trophiesqty 3
Lighting
- LED string lightsqty 8
- LED spotlightsqty 6
- Batteriesqty 40
Cleaning
- Waste binsqty 8
- Dustpan and brushqty 3
- Broomqty 3
- Mop setsqty 2
- Bucketsqty 4
- Cleaning cart
Catering
- Groceries
Tips
- Set the date and venue before contacting speakers or opening registration. Check that the space can hold your planned seating, RPG tables, workshop areas, cosplay activities and equipment such as projectors, screens, speakers and microphones.
- Build the programme in blocks, leaving at least 15 minutes between sessions for room changes and late arrivals. Confirm speakers and workshop facilitators before publishing times, titles or registration limits.
- Open one main registration process, then track workshop places, cosplay contest entries and dietary requirements separately. Review the lists at least twice: once one week before the convention and again 24 hours before it starts.
- Plan the room layout before event day. Mark where tables, chairs, bar stools, clothes racks, coat racks and high tables go, and make sure the entrance can be blocked off or redirected while setup is underway.
- Do a final stock and equipment check no later than the day before. Chill drinks, check cups, plates, cutlery and serving items, test laptops, projectors, screens, speakers and microphones, and pack glue and tape with the decorations.
Frequently asked questions
- How far in advance should I organise a fantasy convention?
- Start at least 12 weeks ahead for a small convention with a single venue and a compact programme. Use the first four weeks to confirm the date, location, suppliers and main contributors before promoting the event.
- When should I open registration for a fantasy convention?
- Open registration once the date, venue, core programme and attendance capacity are confirmed, usually 6 to 8 weeks before the event. Keep a separate record for workshops and the cosplay contest so those places do not get lost in the general attendee list.
- How much time should I leave between fantasy convention sessions?
- Leave at least 15 minutes between standard sessions and 30 minutes when a room needs substantial changes. Longer transitions are useful for RPG tables, workshops, cosplay activities and sessions using projection or sound equipment.
- What should I check the day before a fantasy convention?
- Check the attendee, workshop, cosplay and dietary lists, then compare them with the programme and room plan. Also verify all materials, chilled drinks, tableware, decorations and presentation equipment at least 24 hours before opening.
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