Anniversary Fair Checklist and Planning Guide

An anniversary fair needs more than confirmed exhibitors and decorated stalls. You also need a workable site map, permits, power checks, weather cover, payment points and clear instructions for volunteers. Start with the date, location and applications, then build the participant list and program before arranging supplies. This checklist follows the practical order of planning through setup, so late jobs such as chilling drinks, checking the forecast and cordoning off the area do not get missed.

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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
Apply for required permits
Create the fair map
2 people
Inventory stalls and booths
2 people
Open the participant list
Send invitations
2 people
Process registrations
Confirm exhibitors
Collect dietary requirements
Make reservations
Check power outlets
2 people
Prepare insurance documents
Create the program
2 people
Post promotion online
Inform local residents
2 people
Send exhibitor information
Check the weather forecast
Confirm backup weather plan
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare cash registers
2 people
Brief volunteers
2 people
Collect materials
3 people

Event

Cordon off the area
3 people
Set up tents
6 people
Set up stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up signage
2 people
Set up the information desk
2 people
Set up the cash registers
2 people
Set out tableware
2 people
Prepare snacks
4 people
Make coffee and tea
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Conduct a safety check
2 people
Hang up the program clearly
2 people
Staff the entrance and info desk
2 people
Staff the cash register
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Collect tableware
2 people
Wash dishes
2 people
Check stock
Check the lighting and sound
Announce final sales round
Close the cash registers
2 people
See visitors out
3 people
Check out exhibitors
2 people

Aftercare

Take down the stalls
6 people
Take down tents
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Turn off lights
2 people
Collect waste
4 people
Clean the grounds
4 people
Sort materials
3 people
Check leftover food
2 people
Clean coolers
2 people
Clean and store tableware
2 people
Return borrowed materials
2 people
Take out the trash
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 12
Beer tablesqty 6
Chairsqty 60
Bar stoolsqty 8
Dressing room racksqty 2
High tablesqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Hot drink urnsqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Cash registersqty 2
Portable speakersqty 2
Microphone
Tool casesqty 2
Hammerqty 2
Screwdriversqty 4
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Hand trucksqty 2
Cable matsqty 12
Rain barrelsqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 16
Flower arrangementsqty 8
Photo backdrop
Photo frame propsqty 6
Chalkboardsqty 10
Chalk markersqty 12
Notice boardsqty 4
Clothespinsqty 100
Barrier conesqty 20
Rolls of barrier tapeqty 6
Signage boardsqty 12
Program postersqty 10
Price tagsqty 200

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Bread knivesqty 3
Measuring cupsqty 2
Cooler packsqty 20
Storage boxesqty 12
Serving trays with lidsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 10
Ashtraysqty 4

Catering

Groceries

Tips

Set the date and location first, then allow enough time for permits, insurance documents and local resident notices. Complete these before promoting the fair or accepting final registrations.
Create the fair map before ordering or allocating stalls. Mark tents, market stalls, tables, seating, power points, the bar or refreshments area, payment points and access routes so exhibitors know where to go.
Check every power outlet at least one week before the fair and match it to equipment such as coffee machines, hot drink urns, speakers and lighting. Keep extension cords and power strips available where the site layout requires them.
Send exhibitors one practical information pack before the event, including arrival time, stall position, available power, dietary-requirement arrangements and what they need to bring. Confirm the final exhibitor list after registrations close.
Check the weather forecast 48 hours before opening and activate the backup weather plan if needed. On setup day, chill drinks, brief volunteers, collect materials, set up tents and cordon off the area before visitors arrive.

Frequently asked questions

How far in advance should I plan an anniversary fair?: Start at least 8 to 12 weeks before the fair. Use the first weeks for the date, location, permits, insurance and participant list, then leave the final 2 weeks for confirmations, promotion and logistics.
When should I confirm exhibitors for an anniversary fair?: Set a registration deadline around 3 to 4 weeks before the event. Confirm exhibitors immediately afterward, then send stall positions, arrival instructions, power information and the program in one update.
When should I check the weather for an outdoor anniversary fair?: Check it 48 hours before the fair and again on the morning of setup. Make the decision about tents, indoor space or another backup arrangement early enough to notify exhibitors and volunteers.
How early should I set up an anniversary fair?: Allow at least 3 to 4 hours for setup, depending on the number of tents, stalls and equipment. Set up furniture and power first, then lighting and decorations, and finish with drinks, payment points and the volunteer briefing.

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