Art fair checklist: what to arrange and when

An art fair needs more than confirmed artists and attractive displays. You also need a workable stand layout, clear artwork information, a reliable sales process and enough people to run registration and visitor support. Start with the date, opening hours and participating artists, then move on to registrations, printing, catering and venue logistics. This checklist brings the 78 planning tasks and 56 required items together so you can see what to arrange before setup day and what to check on the morning of the fair.

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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

Publish the date and opening hours
Confirm participating artists
2 people
Send invitations
2 people
Publish the online event page
Process registrations
2 people
Collect dietary requirements
Gather artist information
2 people
Check artwork list
2 people
Work out stand layout
2 people
Make reservations
Place catering order
Place the print order
Create a visitor map
Send artist briefing
Schedule volunteers
2 people
Determine payment method for sales
2 people
Prepare price cards
2 people
Make name badges
Design signage
Check permits and conditions
2 people
Prepare insurance documents
Print contact list
Print artist labels
2 people
Print program booklets
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Bring materials to the venue
3 people
Open venue
2 people
Conduct a safety check
2 people
Set up booth walls
4 people
Set up tables and chairs
4 people
Unload artworks
4 people
Hang artworks
4 people
Place sculptures securely
3 people
Attach artist labels
3 people
Adjust the lighting
3 people
Hang up decorations
2 people
Set up registration desk
2 people
Test payment equipment
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Set up signage
2 people
Lay out program booklets
Briefing for reception team
2 people
Carry out opening check
2 people

Event

Welcome visitors
3 people
Register visitors
3 people
Explain the program
2 people
Support the artists
2 people
Keep sales records
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet clean and replenished
2 people
Check toilets
Empty trash bins
Take photos of the event
Escort the last visitors
2 people
Collect sales data
2 people
See visitors out
2 people

Aftercare

Pack artworks safely
4 people
Unload artworks
4 people
Dismantle booth walls
4 people
Put furniture back
3 people
Wash dishes
3 people
Clean up catering leftovers
2 people
Sort and remove waste
2 people
Clean the venue
3 people
Remove decorations
2 people
Check the equipment
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Send sales summaries to artists
Send thank-you message
Handle lost and found
Archive photos
Collect invoices

What to bring

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

Furniture

Display wallsqty 24
Tablesqty 20
Chairsqty 60
Bar stoolsqty 8
Registration desk
Buffet tablesqty 3
Waste binsqty 8
Sculpture pedestalsqty 12
Clothes racksqty 4

Equipment

Card machinesqty 4
Tabletsqty 4
Charging cablesqty 8
Power stripsqty 10
Extension cordsqty 8
Gaffer tapeqty 6
Laddersqty 2
Tool casesqty 2
Measuring tapesqty 3
Spirit levelsqty 2
Hand trucksqty 3

Lighting

LED spotlightsqty 24
Standing lampsqty 6
Mood lightingqty 6
Spare light bulbsqty 12

Decorations

Plastic tableclothsqty 20
Directional signsqty 12
Welcome sign
Name badge holdersqty 40
Photo framesqty 6
Plantsqty 10
Wire and hooksqty 100
Cable tiesqty 100

Tableware

Glassesqty 180
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Pitchersqty 8
Thermos flasksqty 8
Serving traysqty 8

Cleaning

Cleaning spongesqty 12
Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the artwork list before creating labels, price cards or the visitor map. Allow at least one final review so names, titles and prices match the pieces that actually arrive.
Plan the floor layout with measurements, not assumptions. Mark display walls, tables, sculpture pedestals and registration furniture on paper, then check walkways before anything is delivered.
Set up sales and registration early enough to test every card machine, tablet and charging cable. Keep power strips, extension cords and gaffer tape together so a failed connection does not delay opening.
Send the artist briefing several days before setup and include arrival times, stand locations, unloading instructions and the payment method. Print a contact list as a backup when phones or internet access fail.
Order printed materials and catering only after registrations and artist details are stable. Keep a small buffer in the food order and print extra labels, name badges and programme booklets for late changes.

Frequently asked questions

How far in advance should I organise an art fair?: Start at least 8 to 12 weeks before opening day. Confirm artists and the venue first, then allow 3 to 4 weeks for registrations, artwork information, print orders and volunteer scheduling.
How do I plan an art fair floor layout?: Measure the room and each display element before assigning stands. Leave clear visitor routes and allow at least 1 metre around busy areas such as registration, catering and sales.
How many volunteers do I need for an art fair?: For a small fair, schedule at least 1 person at registration, 1 person for visitor or artist support and 1 person handling sales during busy periods. Use shifts of 3 to 4 hours so cover continues throughout the opening hours.
When should I print art fair labels and programmes?: Finalise artwork details and the programme 7 to 10 days before the fair, then place the print order. Keep 5 to 10% extra labels and booklets for corrections, damaged copies or last-minute additions.

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.