Technology Fair checklist and planning guide

A technology fair needs more than exhibitor invitations and display tables. You need a clear registration process, a workable floor plan, reliable power and network access, and tested demonstration files. Start by confirming the date and venue, then build the exhibitor list and program before ordering equipment or printing materials. Use this checklist to keep the 77 planning tasks in sequence and avoid last-minute problems with cables, presentations, badges, and safety routes.

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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
Work out the trade fair layout
2 people
Contact exhibitors
2 people
Register exhibitors
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Reserve suppliers
Compile program
2 people
Plan demonstrations
2 people
Send exhibitor information
Finalize the floor plan
2 people
Map out power outlets
2 people
Check the safety routes
2 people
Design name badges
Have the program printed
Make exhibitor signs
2 people
Collect presentations
Test technical files
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Open venue
2 people
Check floor and entrance
2 people
Set up tables and chairs
6 people
Build exhibitor stands
6 people
Connect power distribution
3 people
Set up computers and screens
4 people
Test demonstration equipment
4 people
Set up presentations
2 people
Set up registration desk
2 people
Sort name badges
2 people
Hang up signage
2 people
Hang up decorations
3 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Carry out final technical check
3 people
Brief volunteers
2 people

Event

Open the doors
2 people
Register visitors
4 people
Hand out visitor badges
2 people
Welcome exhibitors
2 people
Direct visitors to booths
2 people
Guide demonstrations
3 people
Announce presentations
Provide technical support for presentations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Empty trash bins
2 people
Check toilets
Check the booths periodically
2 people
Answer visitor questions
2 people
Guide the final program item
2 people
Announce the end of the fair
See visitors out
3 people
Check out exhibitors
2 people

Aftercare

Switch off the equipment
3 people
Pack demonstration equipment
4 people
Take down exhibitor booths
6 people
Clear tables and chairs
5 people
Collect tableware
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Roll up power cables
3 people
Check borrowed materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message
Archive photo and video materials
Collect reimbursements

What to bring

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

Furniture

Trade fair tablesqty 24
Bar stoolsqty 24
Visitor chairsqty 80
Registration desk
Lounge armchairsqty 8
Foldable tablesqty 6
Waste binsqty 10

Equipment

Laptopsqty 4
Presentation screensqty 4
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Webcamsqty 2
VR headsetsqty 3
Demo robotsqty 2
Power banksqty 8
USB hubsqty 8
Extension cordsqty 16
Power stripsqty 20
Cable reelsqty 6
HDMI cablesqty 8
USB-C cablesqty 12
Network cablesqty 12
Wireless routersqty 2
Laser pointersqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4

Decorations

Exhibitor signsqty 24
Directional signsqty 12
Program postersqty 12
Buntingqty 8
Tableclothsqty 24
Name badge holdersqty 180

Lighting

LED string lightsqty 8
LED work lightsqty 6
Emergency lightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 24
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the venue layout before confirming every exhibitor. Mark trade fair tables, visitor chairs, the registration desk, demonstration areas, power outlets, entrances, and clear safety routes on one floor plan.
Give exhibitors a firm deadline for registration details, presentations, logos, and dietary requirements. Test every submitted technical file at least 3 days before the fair, rather than opening it for the first time on the event day.
Plan power by demonstration, not just by room. Count laptops, screens, projectors, robots, VR headsets, routers, and chargers, then match them with power strips, extension cords, cable reels, USB hubs, and the correct HDMI, USB-C, and network cables.
Prepare the visitor flow before printing name badges and the program. Place the registration desk where guests can find it immediately, and keep enough space around demonstration areas for people to watch without blocking entrances or safety routes.
Schedule a final venue check on the day before opening. Confirm the floor and entrance, test microphones and speakers, check presentation screens and projection, place exhibitor signs, and verify that coffee cups, water glasses, and waste bins are ready.

Frequently asked questions

How far in advance should I organize a technology fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow several weeks for exhibitor registration, invitations, supplier reservations, the program, and equipment testing.
When should technology fair exhibitors submit their presentations?: Set the submission deadline at least 7 days before the event. Test all presentation files and connected equipment no later than 3 days before opening, leaving time to request replacements or corrections.
How do I plan power for a technology fair?: Make a power map after the floor plan is drafted, ideally 2 to 3 weeks before the fair. List each laptop, screen, projector, robot, VR headset, router, and charger, then assign power strips, extension cords, cable reels, and cable routes to each area.
What should I check at the venue before a technology fair?: Carry out a full check 1 day before opening and a shorter check on the event morning. Inspect the entrance and floor, safety routes, outlets, registration desk, signs, seating, presentation equipment, microphones, network connections, and demonstration materials.

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.