How to organise a Technology Fair
Start by fixing the fair date, opening hours and exhibitor capacity before you invite anyone. Build the exhibitor list, send invitations and open registration early enough to process details, dietary requirements and technical needs. The layout, power plan and Wi-Fi setup should be settled before equipment arrives. In the final week, focus on badges, signage, safety instructions, exhibitor guidance and a physical check of every demonstration.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm fair date and times
- 2
Create exhibitor list
- 3
Send invitations
2 people
- 4
Publish registration form
- 5
Invite exhibitors
2 people
- 6
Process registrations
2 people
- 7
Collect dietary requirements
- 8
Check exhibitor details
2 people
- 9
Book catering
- 10
Prepare parking information
- 11
Create a floor plan of the booths
2 people
- 12
Assign stand numbers
- 13
Assess power requirements
2 people
- 14
Arrange Wi-Fi access
- 15
Send visitor email
- 16
Export badge data
- 17
Make badges and wristbands
2 people
- 18
Send exhibitor instructions
- 19
Take inventory of technical demonstrations
2 people
- 20
Record demo times
- 21
Print safety instructions
- 22
Design signage
- 23
Have printed materials made
- 24
Collect materials
2 people
- 25
Check the shopping list
- 26
Do the shopping
3 people
- 27
Charge equipment
2 people
- 28
Prepare registration table
2 people
Event
- 29
Open venue
2 people
- 30
Receive deliveries
3 people
- 31
Check the floor and walkways
2 people
- 32
Set up tables and chairs
6 people
- 33
Build exhibitor stands
8 people
- 34
Connect power distribution
3 people
- 35
Tape down cables securely
3 people
- 36
Test Wi‑Fi
2 people
- 37
Test screens and laptops
4 people
- 38
Set up demonstration materials
4 people
- 39
Hang up signage
2 people
- 40
Set up registration desk
3 people
- 41
Sort badges
2 people
- 42
Prepare coffee and tea
2 people
- 43
Prepare snacks
4 people
- 44
Chill drinks
2 people
- 45
Welcome exhibitors
3 people
- 46
Carry out final stand check
3 people
- 47
Staff the information desk
2 people
- 48
Register visitors
4 people
- 49
Hand out badges
2 people
- 50
Welcome visitors
2 people
- 51
Guide exhibitors
2 people
- 52
Announce the program
- 53
Guide the technical sessions
3 people
- 54
Serve snacks
4 people
- 55
Refill drinks
2 people
- 56
Refill coffee and tea
2 people
- 57
Replenish lunch buffet
3 people
- 58
Empty trash bins
2 people
- 59
Check toilets
- 60
Support technical setup during sessions
2 people
- 61
Direct visitors to booths
2 people
- 62
Guide the final demonstrations
2 people
- 63
Announce the finish signal
- 64
Guide visitors to the exit
2 people
- 65
Have exhibitors dismantle their booths
4 people
- 66
Switch off equipment
3 people
Aftercare
- 67
Collect exhibitor materials
4 people
- 68
Put the tables and chairs back
5 people
- 69
Tidy up cables and power strips
3 people
- 70
Pack technical equipment
3 people
- 71
Remove signage
2 people
- 72
Wash dishes and glasses
3 people
- 73
Sort leftovers
2 people
- 74
Collect waste
3 people
- 75
Clean the venue
5 people
- 76
Clean the restrooms
2 people
- 77
Check stock
- 78
Return borrowed materials
2 people
- 79
Archive exhibitor folders
- 80
Send thank-you email to exhibitors
- 81
Send thank-you email to visitors
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Fair countersqty 12
- Tablesqty 24
- Chairsqty 80
- Bar stoolsqty 12
- Coat racksqty 2
- Waste binsqty 12
Tableware
- Water glassesqty 120
- Coffee cupsqty 100
- Platesqty 120
- Knivesqty 120
- Forksqty 120
- Spoonsqty 120
Equipment
- Laptopsqty 4
- Presentation screensqty 4
- Display cablesqty 8
- HDMI adaptersqty 8
- Wireless presenter miceqty 4
- Mobile Wi-Fi routersqty 2
- Power banksqty 8
- Charging stationsqty 4
- Webcamsqty 4
- Microphonesqty 3
- Headphonesqty 12
- USB sticksqty 8
- Extension cordsqty 20
- Power stripsqty 24
- Cable traysqty 20
- Cable reelsqty 6
- Cable tiesqty 200
- Gaffer tapeqty 12
- AA batteriesqty 24
- AAA batteriesqty 24
- USB charging cablesqty 12
- Plug adaptersqty 8
- Tool casesqty 2
- Flashlightsqty 4
- Measuring tapesqty 2
- Wireless miceqty 8
- Keyboardsqty 8
- VR headsetsqty 4
- Tablet standsqty 8
Decorations
- Company flagsqty 12
- Backdropsqty 12
- Tableclothsqty 24
- Name badge holdersqty 40
- Plantsqty 12
- Directional signsqty 16
- Program postersqty 12
- Stand number signsqty 12
Lighting
- LED light barsqty 12
- LED lightsqty 24
- Light standsqty 6
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 6
- Serving plattersqty 12
- Serving tongsqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving spoonsqty 6
- Water jugsqty 8
Cleaning
- Vacuum cleanersqty 2
- Mopsqty 4
- Bucketsqty 4
- Broomsqty 3
- Trash can holdersqty 12
Registration
- Name badgesqty 250
- Lanyardsqty 250
- Registration badgesqty 250
- Clipboardsqty 6
- Ballpoint pensqty 30
- QR code scannersqty 4
- Trade fair floor plansqty 250
- Exhibitor foldersqty 20
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Non-slip matsqty 12
- Safety vestsqty 8
Catering
- Groceries
Tips
- Set the exhibitor deadline at least 14 days before the fair. You need time to check exhibitor details, export badge data and assign stand numbers without making last-minute layout changes.
- Create the booth floor plan before booking furniture and technical equipment. Count fair counters, tables, chairs and bar stools by stand, then leave clear routes for visitors, cable trays and emergency access.
- Ask every exhibitor to list power, internet and demonstration needs during registration. Laptops, presentation screens, HDMI adapters, microphones and charging stations often need more sockets than the first estimate suggests.
- Record demonstration times in one shared schedule and send it with the exhibitor instructions. Check webcams, headphones, USB sticks and wireless presenter mice before the event rather than during the first visitor session.
- Prepare visitor communication and printed materials at least 5 days in advance. Include parking information, opening times and any badge or wristband instructions, then place signage, safety notices, waste bins and coat racks where people can see them immediately.
Frequently asked questions
- How early should I invite exhibitors to a technology fair?
- Send the first invitations at least 6 to 8 weeks before the fair. Keep registration open for about 3 weeks, then reserve the final 14 days for checking details, assigning stands and confirming technical requirements.
- When should I make the technology fair floor plan?
- Draft the floor plan as soon as you know the likely exhibitor count, ideally 4 weeks before the event. Finalise stand numbers and power requirements no later than 2 weeks beforehand.
- How much time do I need to prepare badges for a technology fair?
- Export the registration data and prepare badges and wristbands at least 5 days before opening. Keep a small set of blank badges available for late changes or walk-in exhibitors.
- When should technology demonstrations be tested?
- Test each demonstration at least 1 day before the fair, including screens, cables, adapters, Wi-Fi, microphones and charging equipment. Record the demo times and repeat a quick power and connection check before doors open.
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