How to organize a games fair without losing track of the details

A games fair works best when exhibitors, demonstrations, tournaments, and visitor flow are planned as one event. Start by fixing the date and venue, then build the exhibitor list, registration process, and floor plan around the space available. Leave enough time for deliveries, dietary information, volunteer shifts, and game checks before opening day. The final setup is easier when the reception desk, demo tables, tournament tables, signage, drinks, and payment equipment are assigned clear places in advance.

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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
Contact exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Post promotion online
7
Process registrations
2 people
8
Arrange exhibitor booths
2 people
9
Plan game tournaments
2 people
10
Collect dietary requirements
11
Arrange deliveries
12
Schedule volunteers
2 people
13
Create floor plan
2 people
14
Print the program
15
Prepare name badges
2 people
16
Do the shopping
2 people
17
Check the games
3 people
18
Chill drinks
2 people
19
Open venue
2 people
20
Set up the reception desk
2 people
21
Set up tables
4 people
22
Set up chairs
3 people
23
Welcome exhibitors
3 people
24
Have exhibitors set up
4 people
25
Set up demo and tournament tables
3 people
26
Hang up signage
2 people
27
Set up catering
2 people
28
Lay out the rules and prizes
2 people
29
Test the sound and lighting
2 people
30
Brief the front desk team
3 people

Event

31
Open the doors
3 people
32
Register visitors
3 people
33
Support exhibitors
2 people
34
Guide the demos
4 people
35
Oversee tournaments
3 people
36
Refill drinks
2 people
37
Refill snacks
2 people
38
Remove waste regularly
2 people
39
Register lost and found items
40
Inform last visitors
2 people

Aftercare

41
Have exhibitors take down their stands
4 people
42
Gather games and materials
3 people
43
Clear tables and chairs
4 people
44
Wash dishes
2 people
45
Clean the venue
4 people
46
Empty waste containers
2 people
47
Turn off lights
48
Return borrowed items
2 people
49
Inform exhibitors about checkout
50
Handle lost and found

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Reception desk
High tablesqty 4
Tableclothsqty 24
Presentation boardsqty 8

Equipment

Cash boxesqty 3
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 10
Laptopsqty 2
Walkie-talkiesqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3

Game materials

Demo gamesqty 30
Tournament gamesqty 6
Diceqty 30
Playing cardsqty 20
Score padsqty 12
Game cardsqty 10
Prizesqty 12

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Serving traysqty 4
Serving plattersqty 8
Serving tongsqty 6

Decorations

Trade show bannersqty 4
Name badge holdersqty 40
Lanyardsqty 40
Registration formsqty 300
Program leafletsqty 300
Directional signsqty 12
Table numbersqty 24
Markersqty 12
Rolls of tapeqty 8
Scissorsqty 6

Lighting

LED lightsqty 10
String lightsqty 4

Cleaning

Broom setsqty 2
Mop setsqty 2
Bucketsqty 4

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors. Allow at least 8 to 12 weeks for exhibitor outreach, registration, promotion, and collecting practical requirements.
Close visitor registration several days before the fair and use the final list to prepare name badges, dietary information, printed programs, and volunteer instructions. Keep a small buffer for late registrations.
Plan the floor around three separate flows: reception, demonstrations, and tournaments. Put tournament tables where scores can be recorded clearly, and leave enough space for queues around popular games.
Check every demo and tournament game before delivery or setup, including dice, cards, score pads, and replacement pieces. A missing component can stop a scheduled session even when the table itself is ready.
Finish the venue setup at least 60 to 90 minutes before doors open. Set up the reception desk first, then tables and chairs, power strips and extension cords, drinks, and exhibitor booths so problems are found before visitors arrive.

Frequently asked questions

How far in advance should I organize a games fair?: Start planning 8 to 12 weeks before the event. Book the venue and set the date first, then contact exhibitors, open registration, publish promotion, and schedule volunteers.
How do I plan the layout for a games fair?: Create the floor plan at least 2 weeks before the fair, once you know the expected number of exhibitors and tournament tables. Keep the reception desk near the entrance and separate demo areas from tournament seating and queues.
When should exhibitors receive setup information?: Send booth dimensions, arrival times, access instructions, and equipment details 7 to 10 days before the event. Confirm final exhibitor attendance again 2 to 3 days beforehand so the layout can be adjusted.
How early should I arrive to set up a games fair?: Open the venue 60 to 90 minutes before visitors arrive for the final setup. Exhibitors may need additional time, so give them a separate arrival window before the public opening.

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.