Miniature Games Fair Checklist

A miniature games fair needs more than tables and display cases. You must confirm exhibitors, manage visitor registrations, plan demonstrations and make sure every table has enough light and power. This checklist puts the work in a workable order, from reserving the room to opening the doors. It also covers details that are easy to miss, such as dietary requirements, payment methods, parking information, cable safety and chilled drinks.

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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 the room
Create exhibitor list
2 people
Invite exhibitors
2 people
Publish registration form
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Plan game demonstrations
2 people
Order catering
Reserve tables and chairs
Record payment method
Send parking information
Prepare name badges
2 people
Print floor plan
Print Signage
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect trade fair materials
2 people

Event

Open venue
2 people
Check ventilation and lighting
2 people
Set up tables
4 people
Set up chairs
3 people
Mark stalls
2 people
Hang up stand numbers
2 people
Set up demo tables
3 people
Connect the technical equipment
2 people
Set up coffee station
2 people
Set out snacks
3 people
Set up registration desk
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
2 people
Test the cash register and card terminal
2 people
Welcome visitors
3 people
Announce the program
Register entry
2 people
Guide pin demonstrations
3 people
Refill drinks
2 people
Serve snacks
2 people
Empty trash bins
2 people
Check toilets
Register lost property
Announce final sales round
See visitors out
3 people
Check out exhibitors
2 people

Aftercare

Take down games and booths
5 people
Put furniture back
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
3 people
Switch off equipment
2 people
Pack supplies
2 people
Return materials
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 16
Chairsqty 60
Registration desk
Coat racksqty 2
Waste binsqty 6
Table risersqty 20
Display casesqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Payment terminal
Cash box
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 6
Flashlightsqty 2

Lighting

Work lightsqty 4

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving spoonsqty 6

Game materials

Play matsqty 12
Dice cupsqty 12
Measuring tapesqty 10
Mini risersqty 20
Demo area setsqty 8

Decorations

Tableclothsqty 16
Trade show bannerqty 2
Directional signsqty 12
Booth numbersqty 20
Name badgesqty 40
Poster puttyqty 4
Rolls of tapeqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 4

Cleaning

Mop set
Broom and dustpanqty 2
Microfiber clothsqty 12
Hand sanitizerqty 4
First aid kit

Catering

Groceries

Tips

Reserve the room before inviting exhibitors, then allow time to check ventilation, lighting, power access and the available table space. A floor plan is much easier to create before registrations are confirmed.
Set a clear deadline for exhibitor confirmations and visitor registrations. Collect dietary requirements at registration so catering quantities and serving arrangements are settled before the event week.
Plan demonstration sessions with fixed times and named sets. Keep play mats, dice cups, measuring tapes and demo area sets together so exhibitors are not searching for materials when visitors arrive.
Count power points at every demonstration and catering area, not just around the walls. Use power strips, extension cords and cable mats so cables do not cross walkways or become a trip hazard.
Prepare the registration desk, name badges, printed floor plans, signage and payment equipment on the day before setup. Chill drinks after the stock check, and keep a cash box or payment terminal ready before visitors enter.

Frequently asked questions

How far in advance should I organise a miniature games fair?: Start at least 8 to 12 weeks before the fair. Reserve the room first, then confirm exhibitors, open visitor registration and order catering once attendance numbers are becoming reliable.
How many tables do I need for a miniature games fair?: Count one table space for each exhibitor or planned display, then add separate areas for registration, demonstrations, catering and walkways. Finalise the booth layout after exhibitor confirmations so the number reflects actual displays rather than estimates.
When should I send invitations to miniature games fair visitors?: Send the first invitation as soon as the room, date and registration form are ready, ideally 4 to 6 weeks before the fair. Send parking information and the final floor plan during the last week.
What should I prepare the day before a miniature games fair?: Complete the stock check, shopping, printing and badge preparation at least one day ahead. Collect trade fair materials, test the payment terminal, organise cables and group demonstration equipment before venue setup begins.

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.