Art book fair checklist: what to arrange and when

An art book fair needs more than tables and participating publishers. You have to coordinate exhibitor registration, stand allocation, visitor information, talks, sales equipment and the practical details that keep the day moving. Start with the venue and participant terms, then build the exhibitor list before planning the floor layout and programme. Use this checklist to keep deadlines visible and avoid last-minute gaps at the reception desk, lecture area and book tables.

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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
Make venue reservations
Draft participant terms and conditions
2 people
Create exhibitor registration form
Send invitations
2 people
Contact art booksellers
2 people
Contact artists and publishers
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect participants' dietary requirements
Open visitor registration
Create a floor plan of the trade show floor
2 people
Assign stand numbers
2 people
Compile the lecture program
2 people
Confirm speakers and signing authors
Post promotion on social media
Send press release
Design signage
Create price and exhibitor lists
2 people
Schedule volunteers for the reception desk
Order catering
Test presentation equipment
2 people
Check the book tables and chairs
2 people
Have printed materials made
Check the shopping list
Do the shopping
2 people
Send practical information to exhibitors
Print registration lists and badges
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Open and inspect the venue
2 people
Clear emergency exits
2 people
Set up tables
4 people
Set up chairs and reading areas
3 people
Hang up stand numbers
2 people
Hang up signage
2 people
Set up registration desk
2 people
Set up catering point
2 people
Set up the presentation area
3 people
Check lighting and cables
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their stands
3 people
Check book tables
3 people
Open the public desk
2 people
Welcome visitors
3 people
Register visitors
2 people
Hand out the program and map
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Answer visitor questions
2 people
Guide the first lecture speaker
2 people
Assist the signing session
2 people
Manage the buffet and drinks station
2 people
Lead second speaker's lecture
2 people
Have sold books checked out
2 people
Close reception desk
2 people
Check out exhibitors
3 people
Escort the last visitors
2 people

Aftercare

Pack books and materials
4 people
Take down tables and chairs
4 people
Wash the dishes and kitchenware
2 people
Collect and sort waste
3 people
Clean the venue
4 people
Remove decorations and signage
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Register lost and found items
Handle exhibitor deposits and materials
2 people
Answer visitor questions afterward

What to bring

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

Furniture

Tablesqty 32
Chairsqty 80
High tablesqty 6
Clothes racksqty 4
Bookshelvesqty 8
Bollardsqty 12
Storage cratesqty 24
Tableclothqty 32

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitcherqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Payment terminalsqty 3
Cash register
Cash box
Label printer

Lighting

Desk lampsqty 16
String lightsqty 6
LED lightsqty 12

Decorations

Stand number signsqty 32
Directional arrowsqty 20
Program boardsqty 6
Postersqty 20
Ornamental plantsqty 12
Photo framesqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Reserve the venue before inviting exhibitors, and confirm the date, access hours, table dimensions, chairs and available power at the same time. You need these details to create accurate participant information.
Close exhibitor registration before assigning stand numbers. Leave at least 1–2 weeks to confirm participants, collect dietary requirements and produce the floor plan, signage, price lists and exhibitor lists.
Treat the lecture programme as a separate production line: confirm speakers and signing authors early, then test the laptop, projector, screen, speaker and microphone before the event day.
Count sales and display equipment per stand rather than per event. Check tables, bookshelves, tablecloths, stand-number signs, payment terminals and extension cords against the final exhibitor list.
Schedule reception volunteers in overlapping shifts instead of relying on one person all day. Keep visitor registration details, printed materials, cash handling equipment and a checked shopping list together at the welcome desk.

Frequently asked questions

How far in advance should I organise an art book fair?: Start 3–6 months before the fair if you need a venue, exhibitors and a public programme. Set the exhibitor registration deadline at least 6–8 weeks before the event so you have time to confirm stands and prepare the floor plan.
When should art book fair exhibitors be confirmed?: Confirm exhibitors as soon as registration closes, ideally 4–6 weeks before opening. Send each participant their stand number, arrival information, table details, programme information and any outstanding requirements.
How many volunteers do I need for an art book fair reception desk?: Plan for at least 2 people during opening and other busy periods, with shifts of about 2–3 hours. Add cover for breaks and keep one person available to answer visitor questions without leaving the desk unattended.
What equipment should I test before an art book fair?: Test the laptop, projector, projection screen, portable speaker and microphone at least 1 day before the talks. Also check extension cords, power strips, payment terminals, the cash register and cash box before exhibitors arrive.

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