Technology Fair planning checklist

A technology fair needs more than exhibitor invitations and a room full of tables. You must match each demonstration to a stand, power source, network connection and time slot, while keeping visitor registration and safety information under control. Start with the date and exhibitor list, then move through registrations, catering, layout, technical checks and printed materials. This checklist covers the details that are often left until the final week, including badge data, adapters, cable management and reliable backup power.

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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 fair date and times
Create exhibitor list
Send invitations
2 people
Publish registration form
Invite exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Check exhibitor details
2 people
Book catering
Prepare parking information
Create a floor plan of the booths
2 people
Assign stand numbers
Assess power requirements
2 people
Arrange Wi-Fi access
Send visitor email
Export badge data
Make badges and wristbands
2 people
Send exhibitor instructions
Take inventory of technical demonstrations
2 people
Record demo times
Print safety instructions
Design signage
Have printed materials made
Collect materials
2 people
Check the shopping list
Do the shopping
3 people
Charge equipment
2 people
Prepare registration table
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Check the floor and walkways
2 people
Set up tables and chairs
6 people
Build exhibitor stands
8 people
Connect power distribution
3 people
Tape down cables securely
3 people
Test Wi‑Fi
2 people
Test screens and laptops
4 people
Set up demonstration materials
4 people
Hang up signage
2 people
Set up registration desk
3 people
Sort badges
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Chill drinks
2 people
Welcome exhibitors
3 people
Carry out final stand check
3 people
Staff the information desk
2 people
Register visitors
4 people
Hand out badges
2 people
Welcome visitors
2 people
Guide exhibitors
2 people
Announce the program
Guide the technical sessions
3 people
Serve snacks
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Replenish lunch buffet
3 people
Empty trash bins
2 people
Check toilets
Support technical setup during sessions
2 people
Direct visitors to booths
2 people
Guide the final demonstrations
2 people
Announce the finish signal
Guide visitors to the exit
2 people
Have exhibitors dismantle their booths
4 people
Switch off equipment
3 people

Aftercare

Collect exhibitor materials
4 people
Put the tables and chairs back
5 people
Tidy up cables and power strips
3 people
Pack technical equipment
3 people
Remove signage
2 people
Wash dishes and glasses
3 people
Sort leftovers
2 people
Collect waste
3 people
Clean the venue
5 people
Clean the restrooms
2 people
Check stock
Return borrowed materials
2 people
Archive exhibitor folders
Send thank-you email to exhibitors
Send thank-you email to visitors

What to bring

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

Furniture

Fair countersqty 12
Tablesqty 24
Chairsqty 80
Bar stoolsqty 12
Coat racksqty 2
Waste binsqty 12

Tableware

Water glassesqty 120
Coffee cupsqty 100
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120

Equipment

Laptopsqty 4
Presentation screensqty 4
Display cablesqty 8
HDMI adaptersqty 8
Wireless presenter miceqty 4
Mobile Wi-Fi routersqty 2
Power banksqty 8
Charging stationsqty 4
Webcamsqty 4
Microphonesqty 3
Headphonesqty 12
USB sticksqty 8
Extension cordsqty 20
Power stripsqty 24
Cable traysqty 20
Cable reelsqty 6
Cable tiesqty 200
Gaffer tapeqty 12
AA batteriesqty 24
AAA batteriesqty 24
USB charging cablesqty 12
Plug adaptersqty 8
Tool casesqty 2
Flashlightsqty 4
Measuring tapesqty 2
Wireless miceqty 8
Keyboardsqty 8
VR headsetsqty 4
Tablet standsqty 8

Decorations

Company flagsqty 12
Backdropsqty 12
Tableclothsqty 24
Name badge holdersqty 40
Plantsqty 12
Directional signsqty 16
Program postersqty 12
Stand number signsqty 12

Lighting

LED light barsqty 12
LED lightsqty 24
Light standsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Water jugsqty 8

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Trash can holdersqty 12

Registration

Name badgesqty 250
Lanyardsqty 250
Registration badgesqty 250
Clipboardsqty 6
Ballpoint pensqty 30
QR code scannersqty 4
Trade fair floor plansqty 250
Exhibitor foldersqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12
Safety vestsqty 8

Catering

Groceries

Tips

Set a registration deadline before booking catering, then use the final attendee and exhibitor numbers to confirm dietary requirements, coffee service and tableware quantities. Late changes are much harder to absorb once catering is booked.
Create the booth floor plan before assigning stand numbers. Check every demonstration for tables, chairs, screens, cables, extension cords, power strips and clear walking space rather than discovering missing equipment during setup.
Assess power and network needs from the demonstrations, not just the exhibitor count. Keep mobile Wi-Fi routers, power banks, charging stations, HDMI adapters and spare display cables available for equipment that does not connect as expected.
Export badge data and prepare badges and wristbands before event day. Send exhibitor instructions early enough for them to check their stand number, arrival details, demonstration time, parking information and technical requirements.
Print safety instructions, signs and visitor materials after the layout and timings are settled. Collect the finished materials, check the shopping list and keep gaffer tape, cable ties and cable trays ready for last-minute fixes.

Frequently asked questions

How far in advance should I invite exhibitors to a technology fair?: Send the first invitations at least 8 to 12 weeks before the fair. Set a registration deadline about 3 to 4 weeks before the event so you can check exhibitor details, arrange stands and confirm catering.
When should I create the technology fair floor plan?: Draft the floor plan as soon as the exhibitor list is stable, ideally 3 to 4 weeks before the fair. Finalise stand numbers after checking power, Wi-Fi, screen and demonstration requirements.
How many spare cables and adapters do I need for a technology fair?: Plan at least one spare HDMI adapter and display cable for every 5 to 10 demonstration stands, plus extension cords, power strips and cable ties. Keep the spares together at a clearly marked support point throughout the event.
When should technology fair badges be printed?: Export badge data and print badges 3 to 5 days before the fair, after the registration deadline has passed. Keep a small set of blank badges or a way to reprint them for late registrations and name changes.

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