Art fair checklist: what to arrange and when

An art fair involves more than booking a venue and inviting artists. You need a clear exhibitor process, numbered stalls, a workable floor plan, suitable display equipment and a reliable registration point. Start with the date and location, then move through registrations, layout, catering, printing and promotion in that order. This checklist also covers the details that are often left until the last few days, such as badges, price signs, power access and protecting artwork during setup.

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

Confirm location and date
Create exhibitor list
2 people
Design invitations
Send invitations
Open the registration form
Send exhibitor terms and conditions
Process registrations
2 people
Collect dietary requirements
Assign stalls
2 people
Create floor plan
Assign exhibitor numbers
Confirm stand information
Make reservations
Order catering
Order print materials
Post promotion on social media
Send press release
Check registrations
2 people
Print exhibitor list
Sort wristbands and badges
2 people
Check the shopping list
Do the shopping
2 people
Pick up printed materials
Check materials
2 people
Sort catering
2 people
Open venue
2 people
Check floor and entrance
2 people
Set up tables and chairs
4 people
Set up exhibition panels
4 people
Hang up stand numbers
2 people
Install lighting
3 people
Lay out power cables safely
2 people
Set up registration desk
2 people
Set up the info point
2 people
Hang artworks safely
6 people
Place sculptures on pedestals
3 people
Attach price tags
3 people
Lay out the catalogs
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Check routes and emergency exits
2 people
Test sound system
2 people
Welcome exhibitors
3 people
Carry out final stand check
3 people

Event

Open the doors
3 people
Register visitors
3 people
Hand out admission wristbands
2 people
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets
Adjust lighting
Register art sales
2 people
Guide the photo moment
Check the music volume
Announce the last visitors
Guide visitors to the exit
2 people

Aftercare

Have exhibitors dismantle their stands
4 people
Pack artworks safely
6 people
Dismantle exhibition panels
4 people
Remove decorations
2 people
Put furniture back
4 people
Wash dishes
3 people
Clean up catering
2 people
Collect waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Hand over artworks
3 people
Return borrowed materials
2 people
Pack leftovers
2 people
Register lost and found items
Save photos and files
Respond to visitor messages
Send exhibitor invoices
Send thank-you message
Post an online photo report

What to bring

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

Furniture

Exhibition tablesqty 30
Visitor chairsqty 80
Bar stoolsqty 12
Registration tablesqty 2
Information desk
Stoolsqty 20
Waste binsqty 10
Clothes racksqty 4

Presentation

Display panelsqty 40
Pedestalsqty 12
Picture hooksqty 120
Hanging railsqty 30
Steel wire setsqty 120
Clipboardsqty 10
Acrylic card holdersqty 60
Price sign holdersqty 100
Tablecloth coversqty 30
Plastic protective filmqty 4
Packaging cardboardqty 2
Bubble wrapqty 3

Lighting

LED spotlightsqty 30
LED light stringsqty 8
Standing lampsqty 6
Extension cordsqty 12
Power stripsqty 15

Equipment

Cash drawersqty 2
Card machinesqty 2
Tabletsqty 2
Label printer
Printer
Laptop
Coolersqty 4
Kettlesqty 3

Technical

Speakersqty 2
Microphone
Microphone stand
Audio cablesqty 4
Power banksqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Snack plattersqty 20
Cutting boardsqty 4
Serving tongsqty 8

Decorations

Entrance sign
Directional signsqty 12
Stand number signsqty 40
Flower arrangementsqty 8
Artificial plantsqty 12
Display casesqty 6

Safety

First aid kitsqty 2
Cable matsqty 20
Bollardsqty 8
Work glovesqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Dustpansqty 3
Broom setsqty 3

Catering

Groceries

Tips

Set the exhibitor deadline early enough to assign stalls properly. After registrations close, confirm each exhibitor’s stand information, dietary requirements and exhibitor number before printing the final list.
Create the floor plan before ordering or moving furniture. Check that exhibition tables, display panels, pedestals, visitor chairs and the information desk leave clear routes for visitors and enough space around artwork.
Treat lighting and power as part of the layout, not as an event-day fix. Count LED spotlights, standing lamps, extension cords and power strips for each area, and check where outlets are located before exhibitors arrive.
Order printed materials only after the exhibitor list and stall assignments are stable. Allow time to collect and check invitations, signs, badges, wristbands, price holders and other materials before the event.
Prepare the registration point separately from the exhibition area. Set out the registration tables, clipboards, tablets, printer or label printer, card machines and cash drawers, then sort badges and wristbands so visitors and exhibitors can be checked in quickly. Keep bubble wrap, packaging cardboard and plastic protective film ready for artwork handling.

Frequently asked questions

How far in advance should I organise an art fair?: Start at least 8 to 12 weeks before the fair. Confirm the location and date first, then open exhibitor registration, arrange promotion and allow the final 1 to 2 weeks for stall assignments, printing, shopping and setup checks.
When should art fair exhibitor registration close?: Close registration at least 2 to 3 weeks before the event. This gives you time to process applications, collect dietary requirements, assign stalls, create the floor plan and send confirmed stand information.
How many tables do I need for an art fair?: Plan one exhibition table or display area per confirmed exhibitor, then add registration and information tables separately. Check the final exhibitor list against the floor plan before ordering furniture, and keep at least 10% spare capacity where space allows.
What should I check the day before an art fair?: Check the printed exhibitor list, badges, wristbands, signage, catering, lighting, extension cords and payment equipment the day before. Also verify that every stall has its number, display materials and a clear route to registration and the exits.

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.