Annual fair planning checklist

An annual fair involves more than booking stalls and inviting traders. You need to secure the date and site early, check permits and insurance, then build a workable layout, traffic route and volunteer plan. Registrations, dietary requirements, deliveries and power needs can become difficult to fix at the last minute. Use this checklist to organise the fair in sequence, from the first bookings through to cooling drinks and checking supplies on the day.

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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 permits
2 people
Check insurance
Contact suppliers
2 people
Reserve booths and materials
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Confirm market vendors
2 people
Collect dietary requirements
Create a site map
2 people
Assign booth layout
2 people
Develop traffic route
2 people
Inform the neighborhood and emergency services
2 people
Post promotion online
Hang posters
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Confirm deliveries
Check the weather forecast
Send practical info to market vendors
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare food items
4 people
Set out cash for the register
2 people
Sort wristbands and receipts
2 people
Inspect the grounds
3 people
Put up barriers
3 people
Unload booths
6 people
Set up the stalls
8 people
Set up tables and chairs
6 people
Connect power and lighting
3 people
Hang decorations
4 people
Put up directional signs
3 people
Set up the information desk
2 people
Stock the sales stalls
5 people
Set up food and drink stations
5 people
Check toilets
2 people
Prepare first aid supplies
2 people
Check cash and card payments
2 people
Brief volunteers
3 people
Conduct final safety check
3 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Serving food
6 people
Serve drinks
4 people
Serve coffee and tea
3 people
Refill drinks
3 people
Refill snacks
3 people
Empty trash bins
2 people
Check toilets
2 people
Keep tables clean
2 people
Support vendors
2 people
Register lost property
Guide visitors through the final round
3 people

Aftercare

Close out the registers
3 people
Clear away food and drinks
4 people
Wash dishes
3 people
Collect waste
4 people
Take down the stalls
8 people
Clear tables and chairs
6 people
Remove decorations
3 people
Clean the grounds
5 people
Load materials
6 people
Return borrowed items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Remove posters and signage
2 people

What to bring

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

Furniture

Market stallsqty 24
Party tentsqty 8
Tablesqty 20
Folding chairsqty 80
Beer tablesqty 10
Stoolsqty 12
Blanketsqty 24

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 3
Handheld megaphonesqty 2

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 8

Decorations

Buntingqty 12
Flagsqty 20
Balloonsqty 200
Balloon pumpqty 2
Table décorqty 20
Postersqty 30
Information boardsqty 10
Booth numbersqty 24
Wayfinding signsqty 12
Fence bannersqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Bottle openersqty 6
Serving traysqty 10

Tableware

Reusable cupsqty 500
Coffee cupsqty 150
Platesqty 250
Bowlsqty 100
Cutlery setsqty 300
Serving plattersqty 20
Sugar bowlsqty 6

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 8
Toilet brushesqty 4
Hand sanitizer pumpsqty 8
Glovesqty 12

Catering

Groceries

Tips

Start with the date, site, permits and insurance before contacting traders. Confirm the site’s power, access and delivery arrangements at the same time, because coffee machines, kettles, food warmers and card machines may need separate connections.
Set a registration deadline and send practical information to confirmed market traders at least 7 days before the fair. Include their assigned stall number, arrival time, unloading route, table or tent arrangements and the deadline for dietary requirements.
Draw the site plan before assigning stalls, not after. Mark entrances, exits, the traffic route, emergency access, information boards, signposts and power points so stalls do not block movement or cables.
Recruit volunteers early enough to cover setup, trader check-in, visitor directions, stall support and pack-down. As a working minimum, schedule two people for setup and keep one named coordinator available throughout the fair.
Do the final stock and shopping check 1–2 days before the fair, then confirm deliveries and the weather forecast. Chill drinks on the day, and test extension cords, power strips, card machines, lighting and hand megaphones before visitors arrive.

Frequently asked questions

How far in advance should I start planning an annual fair?: Start at least 8–12 weeks before the fair. Secure the date and location first, then allow time for permits, insurance, trader registrations, promotion, supplies and volunteer scheduling.
When should market traders confirm their place?: Set a clear registration deadline around 3–4 weeks before the fair. Send the final stall assignment and practical arrival information at least 7 days before the event.
How many volunteers do I need for an annual fair?: Plan for at least 1 coordinator plus 2 people for setup and pack-down. Add more volunteers according to the number of stalls and assign separate cover for check-in, directions and trader support during opening hours.
When should I check the weather and deliveries?: Check the weather forecast 2–3 days before the fair and again on the morning itself. Confirm supplier deliveries at least 48 hours beforehand so missing tents, tables, lighting or equipment can still be replaced.

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.