How to organise a game fair without last-minute problems

Start by fixing the date and venue, then build the fair around exhibitors, competitions and equipment needs. Confirm participating booths before publishing the registration form, because the layout depends on their space and power requirements. Set competition rules and prize timings early, and give exhibitors a booth map before the event. On the day, allow several hours for tables, marked stalls, registration, cables and consoles—technical checks should happen before visitors arrive, not during opening time.

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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
Determine trade show layout
2 people
3
Approach participating booths
2 people
4
Register exhibitors
2 people
5
Define competition elements
2 people
6
Set the prize schedule
7
Publish registration form
8
Send invitations
2 people
9
Post social media announcement
10
Process registrations
2 people
11
Collect dietary requirements
12
Send the booth map
13
Confirm competition registrations
2 people
14
Buy prizes and medals
15
Do the shopping
2 people
16
Check the equipment
2 people
17
Collect games and consoles
2 people
18
Store catering chilled
2 people
19
Bring materials to the venue
3 people
20
Open venue
2 people
21
Clear emergency exits
2 people
22
Set up tables and chairs
4 people
23
Mark stalls
2 people
24
Set up the registration desk
2 people
25
Connect game consoles
3 people
26
Connect the computers
3 people
27
Set up screens
3 people
28
Set up the network
2 people
29
Tape down cables securely
2 people
30
Set up and test the games
3 people
31
Hang up the match schedule
2 people
32
Prepare awards ceremony
2 people
33
Hang decorations
2 people
34
Set up catering
3 people
35
Chill drinks
2 people
36
Place information signs
2 people
37
Brief volunteers
2 people

Event

38
Staff the participant desk
3 people
39
Welcome visitors
3 people
40
Hand out wristbands
2 people
41
Welcome exhibitors
2 people
42
Direct visitors to booths
2 people
43
Guide open play tables
3 people
44
Explain the game rules
2 people
45
Register competition participants
2 people
46
Lead the first match
2 people
47
Supervise the second match
2 people
48
Assist with the finals
2 people
49
Record results
50
Refill drinks
2 people
51
Serve snacks
2 people
52
Refill coffee and tea
53
Empty trash bins
2 people
54
Tidy up play areas in between
2 people
55
Check equipment in between
2 people
56
Carry out award ceremony
2 people
57
Inform last visitors
2 people
58
See visitors out
3 people

Aftercare

59
Shut down gaming equipment
3 people
60
Pack consoles and computers
3 people
61
Disconnect and pack up screens
3 people
62
Gather competition materials
2 people
63
Collect stand materials
3 people
64
Dismantle furniture
4 people
65
Sort and remove waste
3 people
66
Wash dishes
2 people
67
Clean the venue
3 people
68
Check and clean toilets
2 people
69
Return materials
3 people
70
Return borrowed equipment
2 people
71
Clear away leftover catering
2 people
72
Register lost and found items
73
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

Plan the floor layout after you know how many exhibitors are attending. Leave clear routes between tables and keep emergency exits completely unobstructed.
Give exhibitors a firm registration deadline at least 2 weeks before the fair. Use the final list to prepare the booth map, competition schedule and dietary information for catering.
Test every console, computer, monitor, television, controller and headset at least 1 day beforehand. Pack spare HDMI or DisplayPort cables, power strips and extension cords separately so faults can be fixed quickly.
Set up the registration desk before connecting the gaming stations. Label each stall and station, then keep a written list of exhibitors, competition entrants and the equipment assigned to each area.
Bring cables through cable trays or along the edges of the room rather than across walking routes. Check network switches, network cables and Wi-Fi routers before opening, especially if competitions depend on online play.

Frequently asked questions

How far in advance should I organise a game fair?: Begin at least 8 to 12 weeks ahead if exhibitors and competitions are involved. Confirm the venue and date first, then allow 2 to 4 weeks to register booths and publish visitor registration.
How long does it take to set up a game fair?: Allow at least 3 to 4 hours for a small fair with tables, marked stalls and gaming stations. Add more time when you need to connect multiple consoles, computers, screens and a wired network.
When should I buy prizes for a game fair?: Buy prizes and medals no later than 2 weeks before the event, once the competition categories and prize schedule are final. This leaves time to check quantities and resolve delivery problems.
How do I prevent technical problems at a game fair?: Run a complete equipment test 1 day before the fair and repeat the key checks during setup. Test power, displays, controllers, charging stations, network connections and microphones before doors open.

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.