Aquarium Fair Checklist

An aquarium fair needs more than tables and exhibitor bookings. You also need a workable power plan for pumps and lighting, safe water handling, clear stall assignments, and enough people for registration and visitor questions. Start with the venue, date, permits and insurance, then confirm exhibitors before ordering catering or printing signs. Use this checklist to keep registrations, equipment, transport supplies and event-day jobs on schedule.

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

Reserve venue
Set the trade fair date
Check permits
Check insurance
Contact exhibitors
2 people
Create registration form
Send invitations
2 people
Post the online announcement
Process registrations
Assign stalls
2 people
Confirm exhibitors
Prepare visitor information
Design floor plan
Publish parking information
Collect dietary requirements
Order catering
Determine cash register procedure
2 people
Assign volunteers
Send the exhibitor manual
Make name badges
2 people
Print entrance signs
Check the power plan
2 people
Check aquarium supplies
2 people
Check the shopping list
Do the shopping
2 people
Collect Print Materials
Set up tables and chairs
4 people
Install the power supply
3 people
Hang up stand numbers
2 people
Set up aquarium tanks
4 people
Lay aquarium mats
3 people
Fill aquariums
4 people
Connect filters and lighting
3 people
Test the water quality
2 people
Place fish bags and transport bins
2 people
Welcome exhibitors
3 people
Hand out exhibitor badges
2 people
Set up stalls
6 people
Set up catering
2 people
Set up the cash register
2 people
Set up information table
2 people
Clear the walkways
2 people
Final safety check
2 people

Event

Open the entrance
3 people
Register visitors
3 people
Collect entrance fees
2 people
Inform visitors
2 people
Lead the aquarium lecture
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check aquarium water
2 people
Check stands and walkways
2 people
Empty trash bins
2 people
Wash dishes
2 people
Close the cash register temporarily
2 people
Announce the last visitors
Guide the exit
2 people

Aftercare

Close the till for good
2 people
Check out exhibitors
2 people
Check aquarium animals
3 people
Empty aquariums
4 people
Turn off filters and pumps
2 people
Dismantle stand materials
5 people
Stack tables and chairs
4 people
Collect waste
3 people
Clean the floors
3 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return materials
2 people
Call exhibitors back
Process lost property

What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Bar stoolsqty 4
Cash desk table
Information desk

Equipment

Demonstration aquariumsqty 12
Filter pumpsqty 12
Aquarium lightingqty 12
Air pumpsqty 8
Extension cordsqty 18
Power stripsqty 12
Cable traysqty 12
Coolersqty 6
Handheld microphone
Speakerqty 2
Cash drawer
Payment terminal
Kettleqty 2
Coffee makerqty 2
Refrigerator

Aquarium

Aquarium matsqty 12
Buckets of waterqty 12
Landing netsqty 12
Transport binsqty 20
Fish bagsqty 200
Hosesqty 8
Priming pumpsqty 4
Water conditionerqty 4
Water test kitsqty 4
Thermometersqty 12
Aquarium gravelqty 8
Decorative stonesqty 6
Artificial plantsqty 20
Water collection traysqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Thermos flasksqty 4

Decorations

Stand number signsqty 30
Name badgesqty 80
Badge holdersqty 80
Tableclothsqty 24
Information boardsqty 12
Directional signsqty 16
Floor plansqty 150
Program flyersqty 150
Wristbandsqty 300

Lighting

LED lampsqty 8
Batteriesqty 24

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Pliersqty 4
Cooling matsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue’s power capacity before assigning demonstration aquariums. Count every filter pump, air pump, light and extension lead, then decide where cable trays and power strips will run so walkways stay clear.
Set a firm exhibitor registration deadline, ideally 2–3 weeks before the fair. Use the final list to assign stalls, prepare name badges, send the exhibitor manual and confirm any electrical or aquarium requirements.
Prepare water and fish-handling supplies at least one day before setup. Check that transport bins, fish bags, landing nets, hoses, priming pumps, water conditioner, thermometers and water test kits are all present and usable.
Publish visitor information no later than 7 days before opening. Include parking details, entrance arrangements and any payment or cash-desk information so fewer visitors need help at the door.
Create a volunteer rota with named people for registration, the information desk, exhibitor support and cash handling. Give each shift a start time and keep at least one backup person available for breaks or last-minute problems.

Frequently asked questions

How far in advance should I organize an aquarium fair?: Start venue, date, permit and insurance checks at least 8–12 weeks before the fair. Aim to have exhibitors confirmed and stalls assigned 2–3 weeks before opening.
How many volunteers do I need for an aquarium fair?: For a small fair, plan on at least 4–6 volunteers per shift: two for the entrance or registration desk, one for information and exhibitor support, and one or more for setup, cash handling or breaks. Add people if the floor plan has separate rooms.
When should I order catering for an aquarium fair?: Collect dietary requirements when exhibitors and volunteers register, then place the catering order 7–10 days before the event. Reconfirm the final headcount and delivery time 2–3 days beforehand.
What aquarium equipment should I check before the fair?: Check pumps, lighting, extension cords, power strips, cable trays, aquarium mats and demonstration aquariums at least 3 days before setup. Prepare water-handling items, test kits and thermometers no later than the day before.

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.