IT Fair Checklist: What to Arrange and When

An IT fair needs more than booked stands and a date. You need time to recruit exhibitors and speakers, process registrations, map the floor, collect technical requirements and coordinate catering. This checklist follows the work from the first bookings through opening the venue. It also covers details that are easy to leave until the last day, such as personalised badges, printed programmes, parking instructions, network equipment and delivery checks.

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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

Reserve venue
Set the trade fair date
Invite exhibitors
2 people
Invite speakers
Publish registration form
Send invitations
2 people
Post promotion online
Register exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Prepare speaking schedule
2 people
Create the booth layout
2 people
Order catering
Gather technical requirements
2 people
Send parking information
Check visitor list
2 people
Personalizing badges
2 people
Print floor plan
Print the program
Inform exhibitors
2 people
Brief volunteers
2 people
Confirm deliveries
Do the shopping
2 people
Collect materials
3 people
Open venue
2 people
Clear the loading and unloading area
3 people
Set up the registration table
2 people
Mark booth spaces
3 people
Set up tables and chairs
4 people
Build stage walls
4 people
Hang signage boards
3 people
Connect the screens
3 people
Setting up laptops
3 people
Test Wi‑Fi
2 people
Test presentations
2 people
Set up lighting
2 people
Set up coffee station
2 people
Set up lunch buffet
3 people
Set up the registration desk
2 people
Set up signage
2 people
Hang up the program

Event

Welcome exhibitors
3 people
Register visitors
4 people
Hand out badges
2 people
Inform visitors
2 people
Support exhibitors
2 people
Facilitate presentations
2 people
Monitor the schedule
Serve coffee and tea
2 people
Refill drinks
2 people
Serve lunch
4 people
Serve diet meals
2 people
Remove waste regularly
2 people
Check toilets
Check equipment in between
2 people
Answer questions at the information desk
2 people
Guide visitors to the exit
2 people
Check out exhibitors
2 people

Aftercare

Collect lost property
2 people
Switch off equipment
3 people
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Collect tableware
3 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed equipment
2 people
Return rental items
2 people
Store leftover catering
2 people
Archive visitor data
Send thank-you email
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

Set the fair date and reserve the venue before inviting exhibitors or speakers. Confirm that the room can support the planned booth layout, presentations, visitor flow and power requirements.
Publish the registration form early and keep one clear deadline for exhibitor details, visitor registrations and dietary requirements. Use the final visitor list to prepare badges and check-in materials.
Ask every exhibitor and speaker for technical requirements before preparing the speaking schedule. Check laptops, screens, projectors, microphones, Wi-Fi routers, network switches, cables and power strips against those requirements.
Create the booth layout before ordering furniture or printing the floor plan. Allow space for fair counters, display walls, tables, chairs and cable routes rather than filling every available area.
Treat the final 24 hours as an operations window: confirm deliveries, collect materials, brief volunteers, print the programme and floor plan, send parking information, and open the venue with enough time for setup and testing.

Frequently asked questions

How early should I start organising an IT fair?: Start at least 12 weeks before the fair if you need exhibitors, speakers and a public registration process. Set the date and reserve the venue first, then allow several weeks to process registrations and finalise the programme.
When should exhibitors receive the booth layout and technical requirements?: Send the initial booth layout and technical request at least 6 weeks before the event. Set a deadline about 3 weeks before opening so you still have time to adjust furniture, power, network equipment and presentation setups.
How many days before an IT fair should I close registration?: Close standard visitor registration 3 to 5 days before the fair if you need a checked visitor list and personalised badges. Keep a separate process for late registrations so last-minute changes do not disrupt printing and check-in.
When should I print the IT fair programme and floor plan?: Print both 1 to 2 days before the event, after the speaking schedule and booth layout are confirmed. Keep a digital copy available in case a delivery or exhibitor change requires a small final update.

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.