Software fair checklist: organise the event step by step

A software fair needs more than exhibitor invitations and a room full of stands. You need a clear concept, a reliable registration process, working network and presentation equipment, and a layout that keeps visitors moving. Start with the date, venue and exhibitor list, then work through invitations, catering, demonstrations, safety checks and technical setup. This checklist covers the planning sequence, including details that are easy to leave until the final week.

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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

Confirm date and location
2 people
Determine the trade fair concept and theme
3 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Open the registration form
Prepare visitor invitation
2 people
Send invitations
2 people
Send exhibitor terms and conditions
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve equipment
2 people
Create the trade show floor plan
2 people
Assign pitch locations
2 people
Confirm exhibitor layout
Plan the program and demonstrations
3 people
Inform the presenters
Gather technical requirements
2 people
Check permits
Check insurance and safety
Design promotional materials
2 people
Publish the program online
Create technical floor plan
2 people
Prepare name badges
2 people
Print the visitor list
Send the exhibitor briefing
Check the shopping list
2 people
Do the shopping
3 people
Confirm exhibitors by phone
2 people
Check venue and toilets
2 people
Bring materials to the venue
4 people
Set up the registration table
2 people
Prepare signage
2 people
Set up tables and chairs
4 people
Build stage walls
4 people
Set up power outlets and cables
3 people
Set up presentation screen
2 people
Test sound system
2 people
Connect demo laptops
3 people
Test internet connection
2 people
Welcome exhibitors
3 people
Set up exhibitor booths
8 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Deliver the opening presentation
2 people
Guide visitors to the booths
2 people
Guide demonstrations
3 people
Manage microphones and presentations
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Serve diet meals
2 people
Empty trash bins
2 people
Resolve technical issues
2 people
Announce program items
Inform visitors about departure
2 people
Have exhibitors dismantle their booths
3 people
See visitors out
2 people

Aftercare

Switch off equipment
2 people
Collect stand materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Return materials
3 people
Return equipment
2 people
Return exhibitor materials
2 people
Clear away unused groceries
2 people
Register lost and found items
Archive participant details
Send thank-you message

What to bring

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

Furniture

Standing tablesqty 18
Visitor chairsqty 80
Beer tablesqty 8
Registration desk
Stoolsqty 12
Display wallsqty 18
Clothes racksqty 4

Equipment

Laptopsqty 12
Screensqty 8
Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Speakersqty 2
Mixer
Wi-Fi routerqty 2
Network Switchesqty 3
Extension cordsqty 20
Power stripsqty 20
HDMI cablesqty 8
Network cablesqty 20
USB-C adaptersqty 8
Power banksqty 6
Laptop chargersqty 12
Cable traysqty 20

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 4
Water jugsqty 8

Catering

Coolersqty 6
Buffet traysqty 8
Serving spoonsqty 8
Serving traysqty 12
Coffee machinesqty 3
Kettlesqty 3
Groceries

Decorations

Company flagsqty 12
Plantsqty 20
Tableclothsqty 20
Name badge holdersqty 100
Presentation boardsqty 12

Lighting

LED lampsqty 12
Light standsqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Pliersqty 6
Measuring cupsqty 3
Cooling racksqty 4

Tips

Confirm the exhibitor layout before printing badges or visitor materials. Stand walls, tables, stools and power points can change the number and position of available spaces.
Collect dietary requirements when visitors and exhibitors register, not after catering is booked. Give the caterer a final headcount and dietary summary several days before the fair.
Test the network and presentation setup in the actual room before event day. Check the Wi-Fi router, network switches, cables, HDMI connections, USB-C adapters, projector and microphones together.
Plan demonstrations with fixed time slots and named presenters. Ask for technical requirements in advance so you can provide the right laptops, screens, speakers and presentation laptop.
Create a separate event-day box for small technical items that are often forgotten: extension cords, power strips, laptop chargers, power banks and cable trays. Label cables and reserve spare adapters before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a software fair?: Start planning at least 12 weeks before the fair. Set the date and venue first, then allow several weeks for exhibitor invitations, registrations, catering, the programme and technical planning.
When should I invite software exhibitors?: Send the first exhibitor invitations 8 to 10 weeks before the event. Set a registration deadline about 3 weeks before the fair so you can assign stand spaces and confirm the exhibitor layout.
How many days before a software fair should I finalise catering?: Give the caterer the final guest count and dietary requirements 5 to 7 days before the event. Keep a small buffer for late registrations, especially if refreshments are served throughout the day.
What equipment should I test before a software fair?: Test all presentation, audio and network equipment at least 2 days before opening. Run a complete check with the projector, screens, microphones, speakers, mixer, laptops, chargers, cables and Wi-Fi in the event room.

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.