How to organise a game fair without last-minute chaos

Start by fixing the date, opening hours and venue layout before contacting exhibitors or promoting the event. Then build the programme around exhibitor pitches, game demonstrations and registered tournaments, leaving enough time for arrivals and equipment checks. Keep visitor registration, dietary requirements, prizes and signage in one working plan. A game fair often goes wrong when power, network connections, controllers or tournament timings are tested only on the 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
Set date and opening hours
2 people
2
Review venue and room layout
2 people
3
Contact exhibitors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Register tournaments
2 people
8
Set up the prize table
2 people
9
Create a visitor map
2 people
10
Assign pitch locations
2 people
11
Set up the tournament schedule
2 people
12
Print game rules
13
Design signage
14
Post promotion on social media
15
Prepare registration forms
16
Prepare name badges
17
Test equipment and consoles
3 people
18
Select games and demos
3 people
19
Order catering
20
Check stock and prices
2 people
21
Assign volunteers
2 people
22
Print safety information
23
Arrange prizes and change
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Open venue
2 people
27
Protect the floor and tables
3 people
28
Set up tables and chairs
4 people
29
Welcome exhibitors
3 people
30
Hang up stand numbers
2 people
31
Set up consoles and computers
4 people
32
Connect the screens
3 people
33
Test the network
2 people
34
Set up games and consoles
3 people
35
Hang up decorations
2 people
36
Set up registration desk
2 people
37
Set up catering
3 people
38
Set up tournament table
2 people
39
Set up signage
2 people
40
Test audio and microphone
2 people
41
Give staff briefing
3 people

Event

42
Welcome visitors
4 people
43
Check tickets
2 people
44
Hand out name badges
2 people
45
Inform visitors
2 people
46
Guide the demos
4 people
47
Start tournaments
3 people
48
Oversee tournaments
3 people
49
Record scores
2 people
50
Serve drinks
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Keep the buffet clean and replenished
2 people
54
Empty trash bins
2 people
55
Check game materials
2 people
56
Resolve technical issues
2 people
57
Handle prize ceremony
3 people
58
Wave goodbye to visitors
3 people
59
Check out exhibitors
3 people

Aftercare

60
Switch off equipment
3 people
61
Collect games and accessories
4 people
62
Clear tables and chairs
4 people
63
Remove decorations
2 people
64
Wash dishes
3 people
65
Collect waste
3 people
66
Clean the floor
2 people
67
Clean the restrooms
2 people
68
Check borrowed items
2 people
69
Return equipment
2 people
70
Clear away leftover catering
2 people
71
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Bollardsqty 8

Equipment

Game consolesqty 8
Gaming PCsqty 8
Monitorsqty 16
Televisionsqty 8
Game consolesqty 8
Game controllersqty 24
Keyboardsqty 8
Gaming miceqty 8
Headsetsqty 16
Speakersqty 2
Microphone
Microphone stand
Projector
Projection screen
Extension cordsqty 16
Extension cordsqty 20
HDMI cablesqty 16
Network cablesqty 20
Network Switchesqty 2
Wi-Fi router
Charging stationsqty 4
Power banksqty 4

Game materials

Board gamesqty 30
Card gamesqty 15
Tabletop gamesqty 8
Diceqty 60
Play matsqty 12
Conesqty 12
Tournament controllersqty 8
Scoreboardsqty 6
Stopwatchesqty 4
Playing card holdersqty 8

Registration

Laptopqty 2
Cash drawer
Payment terminal
Badge holdersqty 100
Wristbandsqty 120
Clipboardsqty 6
Ballpoint pensqty 30
Printer
Printer paperqty 2

Decorations

Game postersqty 20
Bannersqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Ropeqty 2
Directional signsqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Power stripsqty 8

Tableware

Glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice cube traysqty 6
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4
Serving jugsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the room layout before assigning exhibitor pitches. Mark tables, chairs, high tables, tournament areas and visitor routes on a map, then share the pitch locations with exhibitors at least 7 days before the fair.
Set tournament registration and start times separately. Print the rules and schedule, allow at least 15 minutes between rounds, and keep a visible prize table ready before doors open.
Test every console, gaming PC, monitor, television, controller, headset and HDMI cable together, not individually. Complete the test at least 24 hours before opening so missing adapters or faulty equipment can still be replaced.
Plan electricity and networking by zone. Count extension cords, network cables and available switch ports for each area, and label cables before setup to prevent a crowded floor and disconnected stations.
Close registrations with enough time to prepare badges, tournament lists and catering. Collect dietary requirements at least 5 days ahead, chill drinks before opening, and keep change available for sales or prize-related arrangements.

Frequently asked questions

How far in advance should I organise a game fair?: Start planning at least 8 weeks before the event. Contact exhibitors and confirm the venue first, then open registrations and begin promotion once the programme and opening hours are clear.
How do I plan tournaments at a game fair?: Set registration and match start times before publishing the schedule. Allow at least 15 minutes between rounds for results, equipment changes and late participants, and print extra copies of the rules.
When should I test gaming equipment for a game fair?: Run a complete test at least 24 hours before opening, using the actual consoles, PCs, screens, controllers, cables and network connections. Test each game or demo for the expected session length, not just for a few minutes.
When should I collect dietary requirements for game fair catering?: Ask for dietary requirements when visitors or exhibitors register and close the list at least 5 days before the event. Give the final numbers to the caterer before ordering and label suitable food clearly on the day.

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.