Technology Fair checklist: what to arrange and when

A technology fair depends on more than exhibitor tables and a presentation schedule. You need a workable floor plan, reliable power and internet, clear registration, and exhibitor information sent early enough to prevent last-minute questions. Start with the date, venue and exhibitor list, then build the program and technical plan before opening registration. In the final week, check badges, maps, presentations, catering, safety instructions and every cable or adapter needed on site.

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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
Create the trade show floor plan
2 people
Create exhibitor list
2 people
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Publish the promo message
2 people
Approach speakers
2 people
Create presentation program
2 people
Develop power plan
2 people
Test internet connection
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Determine beverage stock
2 people
Gather parking information
Create safety instructions
2 people
Send exhibitor information
2 people
Export badge data
Prepare badges
2 people
Print name badges
2 people
Print maps
Collect presentations
2 people
Do the shopping
3 people
Check materials
3 people
Receive deliveries
2 people
Set up the registration table
2 people
Mark exhibition floor
3 people
Set up exhibitor tables
4 people
Set up chairs
3 people
Build stands
6 people
Connect power points
3 people
Install network equipment
2 people
Test the projector and screen
2 people
Set up presentations
2 people
Hang up signage
2 people
Hang up decorations
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people

Event

Welcome exhibitors
3 people
Register exhibitors
3 people
Welcome visitors
4 people
Hand out badges
3 people
Explain the program
Staff exhibition booths
40 people
Guide visitor flow
3 people
Announce presentations
Facilitate presentations
2 people
Resolve technical issues
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Capture photo moments
Inform last visitors
2 people
Check out exhibitors
3 people

Aftercare

Dismantle booth materials
6 people
Switch off the equipment
2 people
Remove power cables
3 people
Stack tables and chairs
4 people
Remove decorations
2 people
Bring waste to the collection point
3 people
Wash dishes
3 people
Clean the expo floor
4 people
Clean the restrooms
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Store visitor list securely
Send thank-you message
2 people
Share photos with exhibitors

What to bring

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

Furniture

Exhibitor tablesqty 40
Visitor tablesqty 12
Chairsqty 180
Registration desk
High tablesqty 10
Stoolsqty 20
Display casesqty 6
Waste binsqty 12

Equipment

Projector
Projection screen
Laptopsqty 4
Tabletsqty 4
Monitorsqty 8
Extension cordsqty 30
Power stripsqty 30
HDMI cablesqty 8
USB-C adaptersqty 8
Network Switchesqty 4
WiFi routersqty 3
Ethernet cablesqty 40
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Charging stationsqty 6
Power banksqty 10
Extension cordsqty 20

Decorations

Printed trade show bannersqty 8
Direction signsqty 14
Program postersqty 10
Tableclothsqty 45
Name card holdersqty 45
Arrow stickersqty 30

Office

Visitor badgesqty 300
Exhibitor badgesqty 60
Badge holdersqty 360
Lanyardsqty 360
Clipboardsqty 6
Pen setsqty 12
Notepadsqty 250
Printer paperqty 5
Rolls of tapeqty 8
Scissor setsqty 4
Permanent markersqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 6
Drink dispensersqty 4
Coolersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Cable matsqty 20
Safety vestsqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Create the floor plan before confirming exhibitor spaces. Mark exhibitor tables, visitor tables, high tables, registration, presentation seating, waste bins and clear routes so the setup team knows where everything goes.
Test the internet and power at the venue at least 7 days before the fair. Check the actual connection where exhibitors will work, and count extension cords, power strips, Ethernet cables, HDMI cables and USB-C adapters rather than assuming the venue has enough.
Set an exhibitor deadline for presentation files, dietary requirements and badge details. Collect presentations several days before the event, export badge data before printing, and send the final exhibitor information with arrival and parking instructions.
Build registration around the expected arrival rush. Prepare the registration table, tablets or laptops, printed maps, badges and name tags in advance, and keep a separate process for people whose details are missing or changed on the day.
Run a full technical rehearsal before doors open. Test the projector, screen, monitors, microphones, speakers, charging stations, WiFi routers and network switches together, because a working device can still fail when all systems share the same power or network.

Frequently asked questions

How far in advance should I invite technology fair exhibitors?: Invite exhibitors as soon as the date, venue and basic floor plan are confirmed, preferably at least 8 weeks before the fair. Set a firm deadline for registrations and collect company details, badge names, technical needs and dietary requirements in one form.
When should I test internet and power for a technology fair?: Do an on-site test at least 7 days before the event, then repeat the check during setup on the day itself. Test WiFi routers, network switches, Ethernet cables, power strips and extension cords in the locations where exhibitors and presentations will use them.
How many badges and name tags should I print?: Print one badge or name tag for every confirmed attendee, exhibitor, speaker and staff member, plus about 5% extra for corrections and walk-ins. Export the final badge data at least 2 days before the fair so there is time to check names and print replacements.
When should catering and dietary requirements be finalized?: Collect dietary requirements when people register and give the caterer the final count at least 3 to 5 days before the fair. Keep a small clearly labelled reserve for late changes, speakers and staff who are not included in the visitor count.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.