Art fair checklist: what to arrange and when

An art fair involves more than inviting artists and placing tables. You need a clear registration process, confirmed exhibitors, a workable booth layout and a route that helps visitors move through the space. Promotion, printed materials, price tags and name badges also need deadlines, while power, lighting and presentation equipment are easy to overlook. Use this checklist to work from the first planning decisions through final event-day checks.

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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
Draft participant terms and conditions
2 people
Invite artists
2 people
Publish registration form
Write promotional copy
Publish event page
Send invitations
2 people
Post social media announcement
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Compile artist list
Draw the booth layout
2 people
Set the route for visitors
Create visitor program
Make table reservations
Reserve coffee service
Order print materials
Make name tags for artists
2 people
Prepare price tags
2 people
Design signage
Schedule volunteers
2 people
Write presenter briefing
Gather artist information
2 people
Finalize dietary requirements list
Send confirmation to visitors
Do the shopping
2 people
Pick up printed materials
Check the reception of artworks
3 people
Bring materials to the venue
3 people
Clear space
4 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Hang artworks
4 people
Place sculptures securely
3 people
Place vendor signs
2 people
Attach price tags
2 people
Set up information tables
2 people
Hang up decorations
2 people
Set up signage
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Display snacks
2 people
Test the sound and lighting
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Distribute program
2 people
Welcome visitors
2 people
Support the artists
2 people
Guide tours
2 people
Give the opening speech
Guide demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
Check toilets
Check the lighting
Provide sales information
2 people
Pack purchases safely
2 people
Guide visitors to the exit
2 people
Check out artists
2 people

Aftercare

Dismantle artworks
4 people
Pack artworks
4 people
Remove decorations
2 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the room
3 people
Clean the restrooms
Check for damage to equipment
2 people
Return borrowed materials
2 people
Return leftover artwork
3 people
Register lost and found items
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Exhibition wallsqty 12
Bar stoolsqty 6
Changing room rackqty 2
Bollardsqty 8
Clothes hangersqty 30

Equipment

Laptopqty 2
Printer
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Gaffer tapeqty 4
Toolboxqty 2
Ladderqty 2
Hand mirrorsqty 2

Lighting

LED spotlightsqty 12
Mood lightingqty 6
Desk lampsqty 8
Batteriesqty 24

Decorations

Tableclothsqty 18
Flower arrangementsqty 8
Balloonsqty 80
Buntingqty 4
Chalkboardsqty 6
Photo framesqty 12
Directional signsqty 12
Name badgesqty 80
Badge holdersqty 80
Adhesive hooksqty 80
Price tagsqty 120
Information boardqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice cube traysqty 6
Serving traysqty 6
Corkscrewsqty 3

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and opening hours before inviting artists, then allow time for registration, confirmation and the final exhibitor list. Artists need clear terms and conditions before they commit.
Draw the booth layout after you know how many exhibitors are confirmed. Mark tables, exhibition walls, visitor routes and any coffee or presentation area so you can check that the space still works.
Prepare price tags, artist name tags and directional signage before the final week. Print a few spare sets, because last-minute changes to names, prices or booth assignments are common.
Check technical needs at least 7 days before opening. Test the laptop, projector, screen, microphone, speakers, extension cords and power strips in the actual room rather than assuming they will work together.
Create the volunteer schedule and presenter briefing before the event week. Include who welcomes artists, answers visitor questions, manages the route and handles missing equipment or late arrivals.

Frequently asked questions

How early should I start organising an art fair?: Start at least 8 to 12 weeks before the opening date. Set the date and terms first, then give artists time to register before you confirm exhibitors and design the booth layout.
When should I invite artists for an art fair?: Send invitations 6 to 8 weeks before the event. Close registrations early enough to compile the artist list, collect requirements and prepare the final booth assignments.
How many tables and chairs do I need for an art fair?: Calculate the furniture from the confirmed booth layout rather than guessing. Finalise the number after registrations close, then add a small reserve for the welcome desk, coffee service and volunteer area.
When should I order art fair signage and print materials?: Order print materials at least 2 weeks before opening, once the event page, artist list and visitor programme are stable. Keep 2 or 3 spare copies of essential signs and name tags for corrections or replacements.

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.