Annual fair checklist: plan every detail in the right order

An annual fair needs more than stalls and tables. You need to secure the date and location, apply for permits, arrange insurance, coordinate stallholders and build a workable site layout. Then plan power, toilets, waste collection, traffic flow, signage and volunteer cover before you confirm suppliers and print materials. Use this checklist to keep decisions in sequence and catch the details that are often left until the final week.

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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 event permit
Take out insurance
Work out market layout
2 people
Contact stallholders
2 people
Process registrations
2 people
Collect dietary requirements
Confirm booth rental
Send invitations
2 people
Reserve suppliers
Reserve restroom facilities
Arrange waste collection
Develop the traffic plan
2 people
Determine emergency exits
2 people
Check power outlets
2 people
Work out power distribution
2 people
Compile program
2 people
Print participant list
Print floor plan
Prepare route signs
2 people
Make stall numbers
2 people
Assign volunteers
2 people
Confirm suppliers
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people
Prepare cash drawer
2 people

Event

Clear the site
4 people
Unload the stalls
4 people
Build the stalls
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Attach stall numbers
2 people
Put up route signs
3 people
Place waste bins
2 people
Check sanitary facilities
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Prepare coffee and tea
3 people
Prepare snacks
3 people
Fill coolers
2 people
Set out tableware
2 people
Receive booth holders
3 people
Show exhibitors to their spots
3 people
Conduct final safety check
3 people
Staff the info desk
2 people
Welcome visitors
3 people
Support stallholders
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Restock toilets
Check light switches
Turn on lighting
2 people
Serve last orders
3 people
Guide visitors to the exit
3 people
Close the register
2 people
Check out exhibitors
2 people

Aftercare

Turn Off Power
2 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Collect waste
4 people
Clean the grounds
4 people
Return materials
3 people
Empty coolers
2 people
Wash dishes
3 people
Store leftover stock
2 people
Have waste collected
Have sanitary facilities picked up
Return borrowed items
2 people

What to bring

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

Furniture

Market stallsqty 25
Party tentsqty 4
Tablesqty 20
Chairsqty 40
High tablesqty 8
Foldable tablesqty 4
Tablecloth clipsqty 40

Tableware

Reusable cupsqty 250
Platesqty 150
Coffee cupsqty 100
Cutlery setsqty 150
Serving plattersqty 20
Serving jugsqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 2
Card machinesqty 2
Walkie-talkiesqty 6
Megaphonesqty 2
Flashlightsqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Spare batteriesqty 24

Decorations

Buntingqty 12
Dutch flagsqty 8
Balloon archesqty 2
Table décorqty 12
Directional signsqty 12
Diaper clothsqty 25

Catering

Serving traysqty 12
Drink dispensersqty 4
Ice cube traysqty 4
Bread basketsqty 8
Label holdersqty 30
Price tagsqty 100
Disposable glovesqty 300
Aluminum serving traysqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Cooling matsqty 8

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Waste binsqty 12

Safety

Crowd barriersqty 20
First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Barrier tapeqty 6
First aid glovesqty 4

Information

Info boardsqty 6
Floor plansqty 250
Program leafletsqty 250
Pensqty 20
Clipboardsqty 6
Wristbandsqty 300

Groceries

Coffee

Tips

Start with the date, location, permit and insurance. Allow at least 8–12 weeks for permissions and supplier bookings, especially if the fair needs traffic arrangements, temporary structures or extra restroom facilities.
Build the site layout before confirming every booth. Mark stall numbers, entrances, emergency exits, toilets, power outlets and waste points on one floor plan, then print copies for suppliers and volunteers.
Check electricity as a separate workstream. List every coffee machine, kettle, light and card machine, calculate where power is needed, and test extension cords and power strips before opening day.
Confirm food and drink information early. Collect dietary requirements before finalising catering, and prepare reusable cups, plates, cutlery, serving jugs and thermos flasks in counted quantities rather than assuming the venue has them.
Do the final operational check 24–48 hours before the fair. Review the weather forecast, shopping list, participant list, route signs, walkie-talkies, flashlights, spare batteries and volunteer assignments together.

Frequently asked questions

How far in advance should I organise an annual fair?: Start 8–12 weeks before the event. Secure the date and location first, then handle permits, insurance, stallholders, suppliers, registrations and the site plan in that order.
What should be included in an annual fair site plan?: Include every stall, tent, table, entrance, emergency exit, restroom, power outlet, waste point and traffic route. Finish the plan at least 2 weeks before the fair so stall numbers and route signs can be printed.
How many volunteers do I need for an annual fair?: Assign at least 1 named volunteer to each operational role, including setup, welcome desk, supplier contact, traffic support, waste checks and closing. Add a reserve for every shift and publish the rota 1–2 weeks beforehand.
When should I confirm annual fair suppliers?: Confirm key suppliers 2–4 weeks before the fair, including booth rental, restrooms, waste collection and equipment. Reconfirm delivery times, access instructions and quantities 48 hours before setup.

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.