Software fair shopping list
A software fair needs more than laptops and demo screens. You’ll need a clear registration setup, enough furniture for exhibitors and visitors, reliable networking, presentation equipment and the cables that connect everything. Plan quantities from your exhibitor and visitor numbers, then add spares for the items most likely to fail or go missing. This list also covers serving equipment for catering and the small adapters, chargers and power supplies people often remember too late.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Plan one exhibitor stand setup per confirmed exhibitor, including a stand wall, table or stool arrangement, power access and the network connections needed for demonstrations. Add at least one spare HDMI cable, USB-C adapter and laptop charger.
- For registration, allow one registration table, enough name badges for every expected attendee and a printed visitor list. Prepare these at least one day before the fair so check-in does not depend on a working printer.
- Count laptops, screens and presentation equipment against the programme rather than the room size. Keep one presentation laptop, projector and screen available for scheduled demonstrations, and test every connection before exhibitors arrive.
- Treat the network as event equipment: provide a Wi-Fi router, network switches and network cables where demonstrations need stable access. Bring power banks and laptop chargers for presenters, since charging points are often occupied during busy periods.
- Match catering tableware to the final guest count and add roughly 10% spare cups, glasses, plates and cutlery. Serving platters are easy to overlook, especially when food arrives separately from the furniture and catering order.
Frequently asked questions
- What equipment do I need for a software fair?
- For each demonstration area, plan the required laptops, screens, laptop chargers, power strips and extension cords. A shared presentation setup usually needs one presentation laptop, projector, projection screen, wireless microphones, speakers and a mixing desk.
- How many network cables should I bring to a software fair?
- Bring at least one network cable for every wired exhibitor connection, plus 10% spare cables for replacements or layout changes. Add network switches when several exhibitors share one router or connection point.
- How early should I prepare the software fair equipment?
- Prepare and test the main equipment at least one day before the fair. Check Wi-Fi, screens, projector, microphones, HDMI cables, USB-C adapters and power supplies again 60 minutes before doors open.
- How much tableware is needed for a software fair?
- Start with one cup, glass, plate and cutlery set per expected catering guest, then add about 10% spare items. Order or pack extra serving platters when food is served at more than one table.