Antique fair checklist: what to arrange and when

An antique fair depends on more than tables and exhibitors. You need clear participant terms, a workable stall layout, visitor information, payment equipment and enough time for setup. Start by confirming the venue and date, then recruit exhibitors and process registrations before preparing the floor plan. In the final week, send instructions, check supplies and test every payment and lighting item. This checklist keeps the planning sequence clear, including the details organisers often leave until the last minute.

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

Publish the date and opening hours
Draft participant terms and conditions
2 people
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
Confirm exhibitors
Collect dietary requirements
Create the booth layout
2 people
Print exhibitor list
Publish visitor information
Confirm venue booking
Arrange waste collection booking
Reserve coffee machine
Create price lists and forms
Make route and parking signs
Send final instructions to exhibitors
Check the weather forecast
Collect cash float
Check the shopping list
2 people
Do the shopping
2 people
Store groceries refrigerated
2 people
Collect materials
2 people
Test the cash register and payment equipment
2 people
Sort name tags
Open venue
2 people
Check floor and entrance
2 people
Unload tables and chairs
4 people
Welcome exhibitors
3 people
Set up tables
4 people
Set up chairs
2 people
Lay out tablecloths
3 people
Hang up stand numbers
2 people
Set up lighting
2 people
Secure power outlets
2 people
Place route signs
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up the cash register
2 people
Conduct final safety check
2 people
Give exhibitor briefing
2 people

Event

Open the doors
3 people
Register visitors
3 people
Hand out the program and map
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware and waste
2 people
Check toilets
Keep the coffee point clean
Close the register
2 people
See visitors out
2 people

Aftercare

Guide stallholders during unloading
3 people
Take down tables and chairs
4 people
Remove decorations and signage
2 people
Collect and sort waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Clean coolers and equipment
2 people
Collect lost property
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
Call exhibitors about their belongings
Register lost and found items
Archive invoices and receipts
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 45
Registration desk
Coffee tablesqty 3
Clothes racksqty 6
Display casesqty 4
High stoolsqty 6
Tableclothsqty 35
Plexiglass table risersqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Laptopsqty 2
Printer
Handheld microphone
Flashlightsqty 6
Extension cordsqty 10
Power stripsqty 10
Cable matsqty 12
Gaffer tapeqty 6
Cable reelsqty 4
Cash register
Cash box
Coupon bookletsqty 4
Calculatorsqty 3
Walkie-talkiesqty 6

Lighting

LED construction lightsqty 8
LED stringsqty 6
Spare batteriesqty 24

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving traysqty 8
Bowlsqty 12

Kitchen

Coffee thermosesqty 6
Water jugsqty 6
Serving tongsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 20

Decorations

Stand number signsqty 30
Floor plansqty 120
Program flyersqty 150
Directional signsqty 12
Name badgesqty 50
Table signsqty 30
Price holdersqty 100
Clipboardsqty 8
Pensqty 30
A4 paperqty 2
Markersqty 12
Table runnersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Waste binsqty 8
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Cleaning clothsqty 20
Dish brushesqty 4
Rubber glovesqty 6
Toilet brushesqty 4
Warning signsqty 4

Catering

Groceries

Tips

Set the exhibitor deadline at least two weeks before the fair. That gives you time to confirm participants, collect dietary requirements and print an accurate exhibitor list.
Create the booth layout before printing signs or final instructions. Include registration, coffee service, display cases, clothes racks and clear walking routes so tables do not block entrances or exits.
Test payment terminals, the cash register, laptops and the printer before opening day. Keep the cash float, forms and price lists together at the registration desk rather than searching for them during arrivals.
Check power and lighting during the venue setup. Count extension cords, power strips, cable reels, cable mats, gaffer tape and spare batteries, and keep cables covered where visitors will walk.
Buy refreshments only after confirming the exhibitor and volunteer count. Store groceries refrigerated when needed, reserve coffee machines early and place cups, glasses, plates and teaspoons where the serving point will be.

Frequently asked questions

How far in advance should I organise an antique fair?: Start planning at least 8 to 12 weeks before the event. Confirm the venue and date first, then allow several weeks for exhibitor invitations, registrations, terms and the stall layout.
When should antique fair exhibitors receive final instructions?: Send final instructions 5 to 7 days before opening. Include arrival and setup times, the booth position, parking or unloading details, payment arrangements and anything exhibitors must bring.
How many tables do I need for an antique fair?: Plan the number of tables from the confirmed booth layout, not from the venue size alone. Measure each exhibitor’s allocated space and add at least 10% extra furniture if storage or last-minute changes are likely.
What should I check on the morning of an antique fair?: Allow at least 60 to 90 minutes before opening to open the venue, place signs, check lighting and test payment equipment. Keep the exhibitor list, name tags, price forms, cash float and visitor information at the registration desk.

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.