How to organise a technology fair that runs smoothly

A technology fair needs more than exhibitors and demo tables. Start by fixing the date and venue, then build the exhibitor list, registration process and floor plan around the space and its power supply. Demonstrations, presentations and hands-on equipment need separate checks before visitors arrive. Use the plan below to keep exhibitor information, safety routes, technical files, signage and on-site setup in the right order.

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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
Work out the trade fair layout
2 people
3
Contact exhibitors
2 people
4
Register exhibitors
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Reserve suppliers
10
Compile program
2 people
11
Plan demonstrations
2 people
12
Send exhibitor information
13
Finalize the floor plan
2 people
14
Map out power outlets
2 people
15
Check the safety routes
2 people
16
Design name badges
17
Have the program printed
18
Make exhibitor signs
2 people
19
Collect presentations
20
Test technical files
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Collect materials
3 people
24
Open venue
2 people
25
Check floor and entrance
2 people
26
Set up tables and chairs
6 people
27
Build exhibitor stands
6 people
28
Connect power distribution
3 people
29
Set up computers and screens
4 people
30
Test demonstration equipment
4 people
31
Set up presentations
2 people
32
Set up registration desk
2 people
33
Sort name badges
2 people
34
Hang up signage
2 people
35
Hang up decorations
3 people
36
Set up the coffee and tea station
2 people
37
Chill drinks
2 people
38
Prepare snacks
3 people
39
Carry out final technical check
3 people
40
Brief volunteers
2 people

Event

41
Open the doors
2 people
42
Register visitors
4 people
43
Hand out visitor badges
2 people
44
Welcome exhibitors
2 people
45
Direct visitors to booths
2 people
46
Guide demonstrations
3 people
47
Announce presentations
48
Provide technical support for presentations
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Keep the buffet clean and stocked
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Check the booths periodically
2 people
56
Answer visitor questions
2 people
57
Guide the final program item
2 people
58
Announce the end of the fair
59
See visitors out
3 people
60
Check out exhibitors
2 people

Aftercare

61
Switch off the equipment
3 people
62
Pack demonstration equipment
4 people
63
Take down exhibitor booths
6 people
64
Clear tables and chairs
5 people
65
Collect tableware
3 people
66
Wash dishes
3 people
67
Sort and remove waste
3 people
68
Clean the venue
4 people
69
Remove decorations
2 people
70
Roll up power cables
3 people
71
Check borrowed materials
2 people
72
Return borrowed materials
2 people
73
Store leftover stock
2 people
74
Register lost and found items
75
Send thank-you message
76
Archive photo and video materials
77
Collect reimbursements

What to bring

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

Furniture

Trade fair tablesqty 24
Bar stoolsqty 24
Visitor chairsqty 80
Registration desk
Lounge armchairsqty 8
Foldable tablesqty 6
Waste binsqty 10

Equipment

Laptopsqty 4
Presentation screensqty 4
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Webcamsqty 2
VR headsetsqty 3
Demo robotsqty 2
Power banksqty 8
USB hubsqty 8
Extension cordsqty 16
Power stripsqty 20
Cable reelsqty 6
HDMI cablesqty 8
USB-C cablesqty 12
Network cablesqty 12
Wireless routersqty 2
Laser pointersqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4

Decorations

Exhibitor signsqty 24
Directional signsqty 12
Program postersqty 12
Buntingqty 8
Tableclothsqty 24
Name badge holdersqty 180

Lighting

LED string lightsqty 8
LED work lightsqty 6
Emergency lightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 24
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the layout before confirming every exhibitor position. Mark trade fair tables, visitor seating, the registration desk, demonstration areas and clear safety routes, then map nearby power outlets for laptops, screens, VR headsets and demo robots.
Open visitor registration early enough to process responses and dietary requirements before ordering supplies. A final attendee count should be available before you check the shopping list and buy coffee cups, water glasses and other consumables.
Give exhibitors one clear information pack before the fair, including arrival instructions, table allocation, presentation deadlines and technical limits. Collect presentation files and test them before the event instead of discovering incompatible formats at the venue.
Treat power and connectivity as part of the floor plan. Count extension cords, power strips, cable reels, USB hubs and network cables by area, and keep cables away from entrances and walking routes.
Schedule a full technical check before doors open. Test the projector, presentation screens, microphones, speakers, mixer, webcams and wireless routers with the actual files and devices used for demonstrations.

Frequently asked questions

How far in advance should I organise a technology fair?: Start at least 12 weeks before the fair so there is time to confirm the venue, contact and register exhibitors, open visitor registration and compile the programme. Reserve suppliers and begin collecting technical requirements during the first 4 weeks.
When should exhibitors register for a technology fair?: Open exhibitor registration as soon as the date, venue and basic floor plan are confirmed, ideally 10 to 12 weeks before the event. Set a firm registration deadline about 4 weeks before the fair so table positions, signs and badges can be finalised.
When should I test presentations and demonstration equipment?: Collect presentation files at least 7 days before the fair and test them on the planned laptops, projector and screens. Repeat the check on site before opening, including microphones, speakers, webcams, VR headsets, robots and network connections.
How do I plan power for a technology fair?: Map power outlets before finalising the floor plan, then allow separate connections for each demonstration area and presentation point. Complete the power and cable check at least 1 day before opening, keeping extension cords and cable reels out of entrances and safety routes.

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.