Antiques Fair Planning Checklist

An antiques fair needs more than tables and dealers: registrations, stall fees, booth numbers, visitor directions and payment arrangements all have to line up. Start by confirming the date and venue, then secure exhibitors and build the floor plan before sending clear visitor information. In the final week, check printed materials, catering, cash and equipment. On the day, allow enough time to open the venue, collect rental items, set up stalls and test every payment and power point before visitors arrive.

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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
Contact exhibitors
2 people
Send registration form
Process registrations
Confirm exhibitors
Register stall fees
Create a floor plan of the booths
2 people
Assign stand numbers
Inform exhibitors
Create visitor invitations
Send invitations
2 people
Announce the fair online
Publish directions
Publish parking information
Schedule volunteers
Assign duties
2 people
Collect dietary requirements
Check the shopping list
Purchase catering
2 people
Have printed materials made
Get cash float
Collect materials
2 people
Pick up rental items
2 people
Chill drinks
2 people
Open venue
2 people
Arrange keys and access
Check emergency exits
2 people
Check power outlets
2 people
Block off the entrance
2 people
Set up tables and chairs
4 people
Mark out exhibit spaces
3 people
Place booth numbers
2 people
Set up the entrance desk
2 people
Set up catering table
2 people
Set up coffee station
2 people
Hang lighting
2 people
Hang up decorations
2 people
Set up signage
2 people
Check toilets
Place waste stations
2 people
Test the cash register and card terminal
2 people
Set up the registration table

Event

Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Support stand setup
3 people
Check the final stands
2 people
Staff the entrance
2 people
Welcome visitors
2 people
Collect entry fees
2 people
Inform visitors
2 people
Serve coffee and tea
2 people
Serve cold drinks
2 people
Refill snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Support exhibitors
2 people
Inform last visitors
2 people
Close off the entrance
2 people
Check out exhibitors
3 people
Collect lost property

Aftercare

Dismantle booth materials
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Dismantle lighting
2 people
Wash dishes
2 people
Clean up catering
2 people
Separate waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove signs and stickers
2 people
Close the register
2 people
Count inventory
Return rental items
2 people
Store leftover items
2 people
Have waste removed
Follow up with exhibitors
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 6
Folding chairsqty 30
Entrance table
Catering tableqty 2
Coat racksqty 2
Clothes racksqty 4
Transport cartsqty 2

Equipment

Card machinesqty 2
Extension cordsqty 8
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Flashlightsqty 4
Walkie-talkiesqty 4
Calculatorsqty 2

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Chalkboardsqty 6
Directional signsqty 12
Booth numbersqty 20
Photo framesqty 6
Artificial flowersqty 8

Tableware

Coffee cupsqty 40
Tea glassesqty 40
Water glassesqty 40
Coffee spoonsqty 40
Cake plattersqty 40
Serving spoonsqty 4
Thermos cupsqty 20

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Serving plattersqty 6
Small bowlsqty 8
Storage boxesqty 8
Washing-up bowlsqty 2
Bottle openersqty 4
Can openersqty 2

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Rubber glovesqty 8
Waste binsqty 8
Waste binsqty 4

Organization

Cash register
Cash box
Wristbandsqty 200
Clipboardsqty 4
Pensqty 20
Markersqty 12
Rolls of tapeqty 8
Painter's tapeqty 6
Scissorsqty 6
Rope rollsqty 4
Measuring tapesqty 2
Staplersqty 2
Registration foldersqty 4
Visitor mapsqty 150
Exhibitor listsqty 30
Name stickersqty 100
Cash formsqty 50
Wristband traysqty 2

Safety

First aid kits
Flashlightsqty 4
Barrier tapeqty 4
Non-slip matsqty 6
Cable matsqty 8
Fire extinguishersqty 2

Catering

Groceries

Tips

Confirm exhibitors and stall fees before assigning booth numbers. Once the floor plan is fixed, send each exhibitor their stand number, arrival details and the latest setup instructions at least 7 days before the fair.
Publish parking and directions with the visitor invitations, not afterward. Repeat the information online 48 hours before opening so visitors do not arrive without knowing where to park or enter.
Schedule volunteers in defined shifts of 2 to 3 hours and assign one person to the entrance, one to exhibitor support and one to refreshments. Give the team walkie-talkies or a clear contact method before doors open.
Check power needs against the floor plan before bringing in coffee machines, kettles, card machines and lighting. Pack extension cords and power strips, then test each connected item while the venue is still empty.
Prepare the entrance table, booth numbers, directional signs, cash float and card machines together as one opening station. Chill drinks and collect catering at least 60 minutes before visitors arrive, leaving time to correct missing supplies.

Frequently asked questions

How far in advance should I organise an antiques fair?: Start confirming the date, venue and exhibitors at least 8 to 12 weeks ahead. Send registration forms early enough to process applications, collect stall fees and complete the booth floor plan before visitor invitations go out.
When should antiques fair exhibitors receive their stand numbers?: Send stand numbers and setup instructions at least 7 days before the fair. If registrations are still changing, issue a final confirmed floor plan no later than 48 hours before opening.
How much time is needed to set up an antiques fair?: Allow at least 3 hours for a small fair with market stalls, tables, signs, lighting and payment equipment. Add extra time if rental items, party tents or catering arrive separately, and finish setup at least 30 minutes before doors open.
What should I prepare for payments at an antiques fair?: Prepare card machines, a cash float and calculators before the venue opens. Test every card machine and power connection on the day, and keep the cash float at the entrance table so volunteers can make change without leaving their post.

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.