Technology Fair checklist: what to arrange and when

A technology fair needs more than exhibitor invitations and a room full of tables. You also need a workable floor plan, reliable power and internet, compatible presentation equipment, clear registration and food arrangements. This checklist covers the full run-up, from choosing the date and collecting exhibitor requirements to testing laptops, screens, projectors and microphones before guests arrive. Use it to keep deadlines visible and prevent last-minute problems with cables, badges, dietary needs and directions.

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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

Set the fair date and location
2 people
Compile exhibitor list
2 people
Send invitations
2 people
Open the registration form
Invite exhibitors
2 people
Create the trade show floor plan
2 people
Assign pitch locations
2 people
Request technical requirements
2 people
Collect dietary requirements
Process registrations
2 people
Send confirmations
2 people
Design name badges
Create the fair schedule
2 people
Send exhibitor information
2 people
Order catering
2 people
Gather promotional materials
2 people
Test the equipment
2 people
Print name badges
2 people
Prepare route signs
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out exhibition materials
3 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
4 people
Number exhibitor booths
2 people
Distribute power outlets
3 people
Tape down cables securely
3 people
Set up registration desk
2 people
Sort name badges
2 people
Hang up signage
2 people
Set up the demo space
3 people
Set up the catering buffet
3 people
Set up drink points
2 people
Carry out test registration
2 people

Event

Welcome exhibitors
3 people
Register visitors
4 people
Direct visitors to booths
2 people
Guide demonstrations
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Collect waste
2 people
Answer visitor questions
2 people
Support exhibitors
2 people
See off the last visitors
3 people

Aftercare

Have exhibitors dismantle their booths
4 people
Switch off equipment
2 people
Gather tables and chairs
4 people
Dismantle booth walls
4 people
Wash dishes
3 people
Dispose of waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover stock
2 people

What to bring

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

Furniture

Exhibition tablesqty 24
High tablesqty 12
Chairsqty 80
Display wallsqty 24
Registration desk
Stoolsqty 12

Equipment

Laptopsqty 4
Tabletsqty 4
Screensqty 6
Projectorsqty 2
Projection screensqty 2
Webcamsqty 4
Presentation clickersqty 4
Wi-Fi routersqty 3
USB chargersqty 12
Extension cordsqty 8
Power stripsqty 24
HDMI cablesqty 12
USB-C cablesqty 12
Ethernet cablesqty 12
Cable traysqty 12
Cable matsqty 10
Power banksqty 6
Label printersqty 2
Handheld microphonesqty 2
Portable speakersqty 2
Tool casesqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 6
Serving plattersqty 12
Serving trays with lidsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Food tongsqty 8

Decorations

Company bannersqty 12
Tablecloth setsqty 24
Directional signsqty 12
Program postersqty 8
Exhibitor signsqty 24
Information boardsqty 8

Lighting

LED work lightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Registration

Name badgesqty 400
Badge holdersqty 400
Lanyardsqty 400
Clipboardsqty 6
Pensqty 30
Registration formsqty 450
Trade fair floor plansqty 450
Program leafletsqty 450
Wristbandsqty 400

Promotion

Flyersqty 600
Business card holdersqty 24
Notepadsqty 400
Ballpoint pens for visitorsqty 400
Goodie bagsqty 350
Stickersqty 500
A4 sleevesqty 100

Safety

Cable tapeqty 12
Barrier tapeqty 6
Safety vestsqty 8
Flashlightsqty 4
Work glovesqty 8
Bollardsqty 8

Office

Printer paperqty 5
Tapeqty 8
Double-sided tapeqty 6
Scissorsqty 6
Permanent markersqty 24
Sticky notesqty 12
Staplersqty 4
Staplesqty 8
Elastic bandsqty 2
Storage boxesqty 12

Tips

Set the exhibitor deadline before you create the floor plan. Ask each participant for table, screen, power, Wi-Fi and presentation needs, then leave space for registration, walkways and cable routes.
Test every presentation setup at least one day before the fair. Check HDMI and USB-C connections, projectors, projection screens, webcams, clickers, microphones, speakers and chargers rather than assuming they will work together.
Prepare name badges, route signs and the exhibitor schedule before setup day. Print a few spare badges and keep the exhibitor information available at the registration desk for changes or missing registrations.
Plan power by area, not just by total socket count. Match extension cords, power strips, cable trays and cable mats to each exhibitor zone, and keep tool cases and power banks available for quick fixes.
Order catering only after registration and dietary information are processed. Keep drinks chilled and snacks ready before doors open, and provide enough cups, glasses and plates for the first service period plus replacements.

Frequently asked questions

How far in advance should I plan a technology fair?: Start at least 8 to 12 weeks before the fair. Set the date and location first, then allow several weeks for exhibitor invitations, registrations, floor planning and technical requirements. Reserve catering and key equipment once attendance is becoming clear.
When should exhibitors receive the technology fair schedule?: Send the schedule and exhibitor information at least 7 days before the event. Include pitch locations, arrival and setup times, presentation requirements, Wi-Fi details and the contact point for technical problems.
How many spare cables should I bring to a technology fair?: Bring at least 2 spare cables for each commonly used connection type, such as HDMI and USB-C, plus spare power strips and extension cords for every main exhibition area. The exact quantity depends on the exhibitor count, but one backup per zone is a practical minimum.
When should I test the equipment for a technology fair?: Complete a full equipment test 24 hours before opening, then repeat a short check 60 to 90 minutes before guests arrive. Test power, Wi-Fi, screens, projectors, microphones, speakers, webcams and presentation clickers at their assigned locations.

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.