How to organize a Care Technology Fair

Start by fixing the date, audience and programme before contacting exhibitors. Your next priority is a complete exhibitor list, clear stand allocation and an easy registration process for visitors. Confirm speakers and presentations early, then use the final programme to prepare invitations, badges, signage and the booth map. In the last week, check the venue, technology, power, furniture and dietary requirements together rather than treating them as separate details.

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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 the date and program
2 people
2
Compile exhibitor list
2 people
3
Define visitor profile
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Invite exhibitors
2 people
8
Assign pitch locations
2 people
9
Send exhibitor information
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm speakers
2 people
13
Collect presentations
14
Publish the program
2 people
15
Check visitor list
2 people
16
Prepare name badges
2 people
17
Prepare exhibitor badges
2 people
18
Print the route and booth map
2 people
19
Check the signage
2 people
20
Check the inventory list
2 people
21
Do the shopping
3 people
22
Charge equipment
2 people
23
Bring materials to the venue
3 people
24
Check venue and rooms
3 people
25
Set up booth layout
4 people
26
Place the booth panels
4 people
27
Set up exhibitor tables
4 people
28
Set up chairs and lounge areas
3 people
29
Set up registration desk
2 people
30
Build the catering buffet
3 people
31
Set up coffee stations
2 people
32
Set up the presentation area
3 people
33
Connect the projector and screen
2 people
34
Test microphones
2 people
35
Test Wi-Fi and charging points
2 people
36
Check demo equipment
3 people
37
Set up booth materials
4 people
38
Hang up signage
2 people

Event

39
Staff the registration table
2 people
40
Welcome exhibitors
3 people
41
Register visitors
3 people
42
Hand out name badges
2 people
43
Direct visitors to booths
2 people
44
Guide the opening
2 people
45
Facilitate presentations
2 people
46
Welcome speakers
47
Start presentations
48
Operate the questions microphone
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Keep the buffet tidy
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Keep booth floors clear
2 people
56
Resolve technical issues
2 people
57
Inform last visitors
2 people
58
See exhibitors off
2 people

Aftercare

59
Turn Off Demo Equipment
3 people
60
Collect stand materials
4 people
61
Dismantle display panels
4 people
62
Clear tables and chairs
4 people
63
Chill catering leftovers
2 people
64
Wash dishes
3 people
65
Collect waste
3 people
66
Clean the rooms
3 people
67
Store equipment safely
2 people
68
Return materials
3 people
69
Return rental items
2 people
70
Store unused groceries
2 people
71
Register lost and found items
72
Send thank-you message
2 people
73
Archive attendance data
74
Organize invoices and receipts
75
Save photos and documents

What to bring

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

Furniture

Trade show stand panelsqty 24
Exhibitor tablesqty 20
Visitor chairsqty 120
Bar stoolsqty 12
Lounge sofasqty 4
Lounge armchairsqty 8
Side tablesqty 8
Registration desksqty 2
Clothes racksqty 4

Equipment

Laptopsqty 6
Tabletsqty 6
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 20
Power stripsqty 20
USB chargersqty 12
Power banksqty 6
Wi-Fi boostersqty 3
Presentation clickersqty 2
Cable traysqty 20
Cable tiesqty 100
Label printersqty 2

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving traysqty 8
Pliersqty 8

Decorations

Company name signsqty 20
Stand number signsqty 20
Directional signsqty 12
Information bannersqty 8
Tableclothsqty 24
Plantsqty 20
Pen holdersqty 20

Lighting

LED light panelsqty 12
Standing lampsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Vacuum cleanerqty 2
Mopsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Define the visitor profile before drafting invitations. It determines which exhibitors you need and gives visitors a clear reason to register.
Ask exhibitors for their final company details, stand requirements and presentation materials at least 10 days before the fair. Use the confirmed list to assign spaces and send practical arrival information.
Close or review registrations 3 to 5 days before the event. Check dietary requirements, prepare visitor and exhibitor badges, and keep a short list of late changes at the registration desk.
Collect every presentation at least 48 hours in advance and test it on the event laptop and projector. Also charge microphones, laptops, tablets and presentation clickers before bringing them to the venue.
Set out the stand plan before exhibitors arrive, then check extension cords, power strips, cable trays, signage, Wi-Fi and the route map. A missing power connection or unclear sign can delay the whole opening.

Frequently asked questions

How far in advance should I plan a care technology fair?: Allow at least 8 to 12 weeks for a fair with multiple exhibitors and speakers. Fix the date and programme first, then allow time for invitations, registrations, stand allocation and presentation collection.
When should exhibitors receive their stand information?: Send the first practical information as soon as a stand is assigned, ideally 3 to 4 weeks before the fair. Send a final version 5 to 7 days beforehand with arrival instructions, the booth map and any equipment requirements.
When should I close visitor registrations?: Review registrations 3 to 5 days before the event so you can prepare badges, seating and catering details. Keep registration open for late visitors only if the venue and catering numbers can accommodate them.
How early should I test the technology for the fair?: Collect presentations 48 hours before the event and test the projector, screen, microphones, speakers and laptops at least once before opening. On the day itself, complete a second check after the equipment is installed and connected.

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.