Antique fair checklist: what to arrange and when

An antique fair needs more than tables and sellers. You need a clear floor plan, numbered stands, written sales terms and enough time to process registrations before confirming exhibitors. This checklist takes you from setting the date and reserving the venue to preparing payments, refreshments, signs and visitor information. Use it to keep exhibitor communication, equipment and opening-day setup on schedule.

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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

Set date and opening hours
Reserve venue
Create the trade fair map
2 people
Number the stands
Draw up sales terms
Create registration form
Send invitations
2 people
Publish the fair online
Process registrations
2 people
Confirm exhibitors
Inform exhibitors
Collect dietary requirements
Order catering
Plan beverage закуп
Arrange payment options
Prepare change
2 people
Design signage
Prepare price cards
2 people
Print exhibitor list
Print visitor information
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
2 people

Event

Open venue
2 people
Check keys and access
Check the Venue
2 people
Set up tables and chairs
6 people
Mark stalls
2 people
Set up the information desk
2 people
Set up catering table
2 people
Set up lighting
2 people
Hang decorations
2 people
Hang up signage
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Register exhibitors
2 people
Let exhibitors set up their displays
4 people
Test the cash register and card terminal
2 people
Set out coffee and tea
2 people
Check toilets
Staff the entrance desk
2 people
Welcome visitors
2 people
Distribute program
Provide information
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the catering table clean
Empty trash bins
2 people
Clean the toilets in between
Support exhibitors
2 people
Cover the entrance desk
2 people
Count visitors
Announce the final round
Guide visitors to the exit
2 people
Close sales
2 people
Check out exhibitors
3 people
Collect lost and found items

Aftercare

Close the register
2 people
Take down tables and chairs
6 people
Remove decorations
2 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Final cleaning of the toilets
2 people
Inventory materials
2 people
Store leftover stock
2 people
Return rental items
2 people
Return venue keys
Send thank-you message to exhibitors

What to bring

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

Furniture

Foldable tablesqty 35
Chairsqty 80
Bar stoolsqty 6
Information desk
Clothes racksqty 4
High tablesqty 6
Transport cartsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Laptopsqty 2
Handheld microphone
Megaphone

Lighting

LED lampsqty 12
Standing lampsqty 6
String lightsqty 6
Night lightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Cake platesqty 80
Teaspoonsqty 80
Serving spoonsqty 8
Serving plattersqty 10
Thermos flasksqty 6
Water jugsqty 6

Catering

Groceries

Decorations

Trade show bannersqty 4
Tableclothsqty 35
Fabric backdropsqty 12
Decorative vasesqty 12
Artificial flowersqty 12
Photo framesqty 10
Decorative mirrorsqty 6
Table décorqty 20

Paper goods

Booth number cardsqty 40
Price tagsqty 500
Visitor brochuresqty 250
Exhibitor listsqty 50
Registration formsqty 100
Pensqty 30
Notepadsqty 10
Tapeqty 12
Double-sided tapeqty 6
A4 paperqty 2
Clipboardsqty 8
Pictogram signsqty 12
Directional signsqty 16

Cash register

Cash boxesqty 2
Cash counting traysqty 2
Cash register rollsqty 6
Wristbandsqty 250
Coin bowlsqty 4
Receipt rollsqty 8
Calculatorsqty 3
Walletsqty 4

Cleaning

Broomsqty 4
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 6
Trash binsqty 12
Cleaning clothsqty 30
Toilet brushesqty 4
Rubber glovesqty 8
Hand broomsqty 6
Dustpansqty 4

Safety

Flashlightsqty 4
Batteriesqty 24
Barrier tapeqty 4
Non-slip matsqty 12
Work glovesqty 12

Transport

Hand trucksqty 3
Storage cratesqty 20
Moving blanketsqty 12
Ratchet strapsqty 8
Roll containersqty 4

Tips

Set the date, opening hours and venue before inviting exhibitors. Allow at least 4–6 weeks for registrations, confirmations and practical questions.
Create the trade fair map before numbering stands. Mark entrances, the information desk, catering area, power points and routes wide enough for transport carts.
Send exhibitors the sales terms and practical information in one confirmation message. Include their stand number, arrival time, available furniture and any payment arrangements.
Check power and lighting before the fair, especially where coffee machines, kettles, refrigerators, card machines and lamps will be used. Bring extension cords and power strips rather than trying to solve this during opening setup.
Prepare visitor information and exhibitor lists before printing. Chill drinks and prepare catering on the day, but finish signage, price cards and payment testing before the venue opens.

Frequently asked questions

How far in advance should I organise an antique fair?: Start planning at least 6–8 weeks before the fair. Reserve the venue first, then allow 4–6 weeks to collect registrations, confirm exhibitors and send final information.
How do I plan the layout for an antique fair?: Draw the floor plan before assigning stand numbers. Include the entrance, information desk, catering, clear visitor routes and access for setup; finalise it at least 2 weeks before opening.
What should I send antique fair exhibitors before the event?: Send confirmation with the stand number, arrival time, sales terms, available furniture and payment details no later than 7 days before the fair. Ask for dietary requirements at the same time.
When should I prepare the drinks and catering for an antique fair?: Buy groceries and check serving equipment the day before. Chill drinks and prepare coffee, tea and catering on the event day, finishing setup before visitors arrive.

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