How to organise a miniature games fair

A miniature games fair needs more than tables and traders. Start by securing a suitable room, then build the exhibitor list and visitor registration process before planning the floor layout. Demonstration tables need clear space, reliable lighting and the right game materials, while exhibitors need practical information about access, parking and payment. Work backwards from opening time so catering, signage, badges and room setup are finished before visitors arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve the room
2
Create exhibitor list
2 people
3
Invite exhibitors
2 people
4
Publish registration form
5
Send visitor invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm exhibitors
2 people
9
Create the booth layout
2 people
10
Plan game demonstrations
2 people
11
Order catering
12
Reserve tables and chairs
13
Record payment method
14
Send parking information
15
Prepare name badges
2 people
16
Print floor plan
17
Print Signage
18
Check stock
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Collect trade fair materials
2 people

Event

22
Open venue
2 people
23
Check ventilation and lighting
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Mark stalls
2 people
27
Hang up stand numbers
2 people
28
Set up demo tables
3 people
29
Connect the technical equipment
2 people
30
Set up coffee station
2 people
31
Set out snacks
3 people
32
Set up registration desk
2 people
33
Welcome exhibitors
3 people
34
Guide exhibitors to their booths
2 people
35
Test the cash register and card terminal
2 people
36
Welcome visitors
3 people
37
Announce the program
38
Register entry
2 people
39
Guide pin demonstrations
3 people
40
Refill drinks
2 people
41
Serve snacks
2 people
42
Empty trash bins
2 people
43
Check toilets
44
Register lost property
45
Announce final sales round
46
See visitors out
3 people
47
Check out exhibitors
2 people

Aftercare

48
Take down games and booths
5 people
49
Put furniture back
4 people
50
Wash dishes
2 people
51
Collect waste
3 people
52
Clean the room
3 people
53
Switch off equipment
2 people
54
Pack supplies
2 people
55
Return materials
2 people
56
Handle lost and found
57
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 16
Chairsqty 60
Registration desk
Coat racksqty 2
Waste binsqty 6
Table risersqty 20
Display casesqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Payment terminal
Cash box
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 6
Flashlightsqty 2

Lighting

Work lightsqty 4

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving spoonsqty 6

Game materials

Play matsqty 12
Dice cupsqty 12
Measuring tapesqty 10
Mini risersqty 20
Demo area setsqty 8

Decorations

Tableclothsqty 16
Trade show bannerqty 2
Directional signsqty 12
Booth numbersqty 20
Name badgesqty 40
Poster puttyqty 4
Rolls of tapeqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 4

Cleaning

Mop set
Broom and dustpanqty 2
Microfiber clothsqty 12
Hand sanitizerqty 4
First aid kit

Catering

Groceries

Tips

Set a firm exhibitor deadline at least 2–3 weeks before the fair. Use the final list to confirm booth sizes, dietary requirements and the number of tables and chairs you need.
Plan the booth layout before setting up the room. Leave a clear route between tables, place the registration desk near the entrance, and reserve separate space for game demonstrations.
Treat demonstrations as scheduled activities rather than informal extras. Allow at least 45–60 minutes per session and check that each area has play mats, dice cups, measuring tapes and suitable display space.
Confirm practical visitor information 5–7 days in advance. Include parking details, payment methods, registration instructions and the location of the demonstration areas so fewer questions interrupt the day.
Finish the room setup before exhibitors arrive. Check ventilation and lighting, secure extension cords under cable mats, chill drinks, prepare badges and print the floor plan and signage.

Frequently asked questions

How far in advance should I organise a miniature games fair?: Start at least 8–12 weeks before the event. Reserve the room first, then allow 2–3 weeks to recruit exhibitors and another week to process registrations and confirm the final layout.
How many tables do I need for a miniature games fair?: Count one table position for each exhibitor or display area, then add separate tables for registration, catering and demonstrations. Confirm the final number with exhibitors at least 2 weeks before the fair.
When should exhibitors receive the final event information?: Send access, parking, payment and setup details 5–7 days before opening. Include booth positions and the floor plan once the layout is final, rather than sending provisional information that may change.
How early should the venue be opened for setup?: Allow at least 2 hours before visitors arrive for tables, chairs, signage, lighting and demonstration areas. Add extra time if exhibitors bring display cases or large trade fair materials.

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.