Telecom Staff Event Checklist

Use this checklist to organise a telecom staff event from the first booking to opening the venue. Start with the date, location and exhibitor contacts, then move through registration, dietary requirements, the programme and booth layout. The final days are for printing, equipment testing, shopping and supplier instructions—not for solving missing Wi-Fi details or power leads. On event day, allow time to chill drinks, prepare snacks, set up registration and check every demonstration before participants arrive.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Confirm the venue layout and power requirements before assigning booths. Count laptops, screens, projectors, routers, switches, Ethernet cables, extension cords and power strips against each demonstration at least 7 days before the event.
Close or review participant registration early enough to collect dietary requirements and prepare name badges. A final check 3–5 days before the event gives you time to correct names and catering numbers.
Send exhibitors one written instruction pack no later than 5 days before opening. Include arrival time, booth number, setup limits, Wi-Fi information, demonstration equipment and where to unload materials.
Print the floor plan, booth numbers and route signs before event day, and keep spare copies at the registration desk. Place signs after the booth layout is installed so arrows match the actual route.
Test presentations, microphones, speakers, screens, projectors and clickers at the venue before participants arrive. Charge USB devices and power banks overnight, then keep chargers and spare cables at the registration desk.

Frequently asked questions

How far in advance should I organise a telecom staff event?: Set the date and location at least 8–12 weeks ahead if exhibitors and demonstrations are involved. Open registration once the programme and exhibitor list are stable, then use the final 7 days for confirmations, printing, shopping and equipment checks.
When should I contact exhibitors for a telecom staff event?: Contact exhibitors as soon as the date and location are confirmed, ideally 6–8 weeks before the event. Send final booth numbers, layout details and supplier instructions at least 5 days before setup.
What equipment is needed for telecom staff demonstrations?: Allow for the listed laptops, screens, projector, projection screen, Wi-Fi router, network switches, Ethernet cables, extension cords and power strips. Test every demonstration at least 1 day before opening and bring spare charging options for USB devices.
When should I prepare food and drinks for the event?: Complete shopping and collect printed materials 1–2 days before the event where possible. Chill drinks and prepare snacks on the event day, with the venue open early enough to finish setup before registration begins.