Annual fair checklist and planning timeline

An annual fair needs more than stalls and invitations. You need to secure the date and location, check permits, plan the market layout, coordinate stallholders and prepare clear information for participants and visitors. Start with the fixed arrangements, then move to bookings, communications, supplies and on-site checks. This checklist covers 74 tasks and 86 items, including power, waste collection, payment points, chilled goods, signage and volunteer assignments.

Organize this event for free with Lizzt

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
Check permits
Work out market layout
2 people
Contact stallholders
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Reserve stalls
Reserve power outlets
Arrange waste collection
Confirm booth layout
Send participant information
Print floor plan
Assign volunteers
2 people
Communicate route and parking
Create price lists
2 people
Design signs and boards
Check the inventory list
2 people
Do the shopping
3 people
Pick up chilled goods
2 people
Prepare cash registers
2 people
Prepare Change
Sort materials
3 people
Create table numbers
Make signs and wayfinding
2 people

Event

Clear the venue
4 people
Receive the stalls
3 people
Set up tents
6 people
Set up tables
4 people
Set out chairs
3 people
Connect power and cables
2 people
Hang lighting
3 people
Hang decorations
3 people
Mark stall locations
2 people
Welcome stallholders
2 people
Direct stallholders to their spots
3 people
Set up the sales booths
4 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up payment points
2 people
Check toilets
2 people
Place waste stations
2 people
Announce the opening
Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Support stallholders
2 people
Count out cash
2 people
Empty trash bins
2 people
Restock toilets
Keep tables clean
2 people
Check the lighting
Announce evening program
Announce the final round
See visitors out
3 people

Aftercare

Close out the registers
2 people
Let stallholders unload
3 people
Clear tables and chairs
4 people
Take down tents
6 people
Remove decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Inventory materials
2 people
Wash dishes
3 people
Empty the coolers
2 people
Set out return materials
2 people
Return borrowed items
2 people
Deposit cash proceeds
2 people
Register lost and found items
Thank participants
Process final settlement

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 6
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Changing area
Crowd control barriersqty 12
Parasolsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Small bowlsqty 30
Thermos flasksqty 8
Drink pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Refrigeratorsqty 2
Payment terminalsqty 3
Cash registersqty 3
Extension cordsqty 6
Power stripsqty 10
Work lightsqty 4
Handheld megaphone

Lighting

String lightsqty 8
Battery lanternsqty 10

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 20
Table numbersqty 25
Price holdersqty 30
Directional signsqty 20
Information boardsqty 6
Chalkboardsqty 8

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Cooling platesqty 8
Insulated dispensersqty 4
Food warmersqty 4
Washing-up basinsqty 4

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 20
Mopsqty 6
Waste binsqty 12
Ashtraysqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries

Organization

Small change traysqty 6
Cash boxesqty 3
Wallet pouchesqty 6
Clipboardsqty 8
Pensqty 30
Markersqty 20
Notepadsqty 10
Notice boardsqty 4
Wristbandsqty 300
Name stickersqty 150
Cash boxesqty 2
Walkie-talkiesqty 8
Key setsqty 4
Table clampsqty 30
Cable tiesqty 200
Duct tapeqty 8
Cable tiesqty 4
Measuring tapesqty 3
Measuring tapeqty 2
Umbrellasqty 4
Rain barrelsqty 2

Tools

Hammerqty 3
Screwdriver setsqty 2
Pliersqty 4
Wrenchesqty 2
Tent pegsqty 60
Guy ropesqty 24
Work glovesqty 12
Step laddersqty 2

Tips

Confirm the date, location and permit requirements before contacting stallholders. Allow at least 8–12 weeks for applications or approvals if your fair needs formal permission.
Reserve stalls, tents, tables, chairs and power outlets as soon as the layout is known. Mark each position on a printed floor plan and keep a few spare tables or chairs available for last-minute changes.
Send participant information at least 2 weeks before the fair, including arrival times, parking, the route, stall numbers, power arrangements and any dietary-information deadline.
Prepare payments and cash at least 1 day in advance. Test payment terminals, prepare cash registers and change, and place price lists and signs where visitors can read them without blocking the queue.
Check chilled goods, coffee equipment, cups, plates, serving utensils, lighting and extension cords on the day before. Arrange waste collection and walk the site once with the floor plan before visitors arrive.

Frequently asked questions

How far in advance should I organise an annual fair?: Start planning 8–12 weeks before the event. Confirm the date, location and permits first, then contact stallholders and send invitations before ordering supplies.
When should I contact stallholders for an annual fair?: Contact them at least 6–8 weeks before the fair so you have time to register sign-ups, reserve stalls and collect dietary or power requirements. Send final participant information about 2 weeks before the event.
How do I plan the layout for an annual fair?: Create a draft layout 4–6 weeks in advance, including stalls, seating, entrances, queues, power outlets, waste points and any changing area. Print the final floor plan and assign table numbers before setup begins.
When should I prepare cash, signs and supplies for an annual fair?: Sort materials and check the inventory 2–3 days before the fair, then prepare cash registers, change and payment terminals the day before. Pick up chilled goods as late as practical, usually on the day before or the morning of the event.

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.