How to organise an IT fair from first booking to opening doors

An IT fair needs more than a venue and a list of exhibitors. Start by fixing the date and venue, then build the exhibitor, speaker and visitor programme around the space and technical setup. Registration data drives everything from badges and dietary requirements to catering and parking information. In the final week, lock the floor plan, programme, deliveries and equipment checks so volunteers can focus on helping visitors instead of solving preventable problems.

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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
Reserve venue
2
Set the trade fair date
3
Invite exhibitors
2 people
4
Invite speakers
5
Publish registration form
6
Send invitations
2 people
7
Post promotion online
8
Register exhibitors
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Prepare speaking schedule
2 people
12
Create the booth layout
2 people
13
Order catering
14
Gather technical requirements
2 people
15
Send parking information
16
Check visitor list
2 people
17
Personalizing badges
2 people
18
Print floor plan
19
Print the program
20
Inform exhibitors
2 people
21
Brief volunteers
2 people
22
Confirm deliveries
23
Do the shopping
2 people
24
Collect materials
3 people
25
Open venue
2 people
26
Clear the loading and unloading area
3 people
27
Set up the registration table
2 people
28
Mark booth spaces
3 people
29
Set up tables and chairs
4 people
30
Build stage walls
4 people
31
Hang signage boards
3 people
32
Connect the screens
3 people
33
Setting up laptops
3 people
34
Test Wi‑Fi
2 people
35
Test presentations
2 people
36
Set up lighting
2 people
37
Set up coffee station
2 people
38
Set up lunch buffet
3 people
39
Set up the registration desk
2 people
40
Set up signage
2 people
41
Hang up the program

Event

42
Welcome exhibitors
3 people
43
Register visitors
4 people
44
Hand out badges
2 people
45
Inform visitors
2 people
46
Support exhibitors
2 people
47
Facilitate presentations
2 people
48
Monitor the schedule
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Serve lunch
4 people
52
Serve diet meals
2 people
53
Remove waste regularly
2 people
54
Check toilets
55
Check equipment in between
2 people
56
Answer questions at the information desk
2 people
57
Guide visitors to the exit
2 people
58
Check out exhibitors
2 people

Aftercare

59
Collect lost property
2 people
60
Switch off equipment
3 people
61
Dismantle booth materials
4 people
62
Clear tables and chairs
4 people
63
Collect tableware
3 people
64
Wash dishes
3 people
65
Sort waste
3 people
66
Clean the venue
4 people
67
Inventory materials
2 people
68
Return borrowed equipment
2 people
69
Return rental items
2 people
70
Store leftover catering
2 people
71
Archive visitor data
72
Send thank-you email
73
Share photos with participants

What to bring

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

Furniture

Fair countersqty 4
Standing tablesqty 24
Bistro tablesqty 12
Chairsqty 180
Stoolsqty 24
Display wallsqty 24
Clothes racksqty 4

Equipment

Laptopsqty 12
Screensqty 12
Projectorsqty 2
Projection screensqty 2
Presentation laptopsqty 2
Laser pointersqty 3
Wi-Fi routersqty 3
Network Switchesqty 4
Network cablesqty 30
Power stripsqty 30
Extension cordsqty 20
USB sticksqty 20
Webcamsqty 4
Presentation microphonesqty 2
Wireless miceqty 12
Keyboardsqty 12
Cable tiesqty 200
Gaffer tapeqty 8

Lighting

LED work lightsqty 8
Standing lampsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Storage binsqty 12

Catering

Coffee urnsqty 2
Buffet traysqty 12
Drink dispensersqty 4
Cooling racksqty 6
Groceries

Decorations

Trade show bannersqty 12
Directional signsqty 16
Name badge holdersqty 220
Tableclothsqty 30
Wristbandsqty 220
Badge holdersqty 220
Plantsqty 12

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Waste binsqty 12
Microfiber clothsqty 20
Cleaning glovesqty 12

Tips

Book the venue and set the fair date before inviting exhibitors or speakers. Confirm access hours, loading arrangements, Wi-Fi capacity and the number of power points at least 8 weeks before the event.
Give exhibitors a firm registration deadline, ideally 3 to 4 weeks before opening. Use their requirements to place fair counters, display walls, screens and power connections rather than trying to redraw the booth layout on the day.
Close visitor registration 2 to 3 days before the fair if you need personalised badges and a reliable catering count. Keep a separate list for late registrations so the check-in team can update it without reprinting everything.
Test presentations and networking equipment at least 1 day beforehand. Check projectors, presentation laptops, microphones, routers, network switches, cables, extension cords and power strips in the rooms where they will actually be used.
Print the floor plan and programme, brief volunteers, and confirm every delivery before opening the venue. Keep cable ties and gaffer tape at the help desk, and allow at least 90 minutes for booth setup and technical fixes before visitors arrive.

Frequently asked questions

How far in advance should I organise an IT fair?: Start at least 8 to 12 weeks ahead for a small or medium-sized IT fair. Use the first 2 weeks for the venue and date, the next 4 to 6 weeks for exhibitors, speakers and registration, and the final 2 weeks for logistics.
When should exhibitors register for an IT fair?: Set the exhibitor deadline 3 to 4 weeks before the event. That gives you time to confirm requirements, create the booth layout, assign spaces and inform exhibitors before printing the floor plan.
How many technical checks are needed before an IT fair?: Plan two checks: a basic equipment check 3 to 5 days before the fair and a room-based test the day before. Test every presentation laptop, projector, microphone, screen, network connection and power run in its final location.
When should I order catering for an IT fair?: Place the main catering order about 10 to 14 days before the event, using current registrations and collected dietary requirements. Confirm the final quantity 2 to 3 days beforehand and keep a small allowance for late registrations and staff.

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.