Art fair checklist: what to arrange and when

An art fair involves more than booking a venue and inviting artists. You need time to confirm permissions and insurance, collect registrations, assign stand numbers, publish the floor plan and arrange the equipment that keeps sales and visitor flow running. This checklist puts the work in a practical order, from the first venue decisions to event-day setup. It also highlights details organisers often leave too late, such as participant terms, dietary information, cash handling and testing power, lighting and sound.

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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

Reserve venue
Check permits
Check insurance
Contact artists
2 people
Send participant terms and conditions
Open registration form
Send invitations
2 people
Distribute promotional posters
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Create artist schedule
2 people
Assign stand numbers
Confirm participants
Publish the map
Order catering
Order beverage stock
Reserve chairs and tables
Reserve security
Test the equipment
2 people
Print name badges
Print stand signs
Print program
Exchange cash float
Do the shopping
2 people
Remind artists
Open venue
2 people
Carry out a safety check
2 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Adjust the lighting
2 people
Welcome the artists
3 people
Unload artworks
4 people
Set up artworks
8 people
Put up price tags
3 people
Set up registration desk
2 people
Set up catering
3 people
Chill drinks
2 people
Set up coffee station
2 people
Test audio and microphone
2 people
Check toilets

Event

Staff the entrance
2 people
Register visitors
2 people
Distribute program
Welcome artists
2 people
Inform visitors
2 people
Guide tours
2 people
Announce the opening
Guide speakers
2 people
Guide the photo moment
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
Check toilets periodically
Guard artworks
2 people
Collect sales forms
Inform last visitors
2 people
Check out artists
2 people

Aftercare

Pack artworks safely
6 people
Load artworks
4 people
Remove decorations
3 people
Switch off equipment
2 people
Gather tables and chairs
4 people
Wash dishes
3 people
Sort waste
2 people
Clean the venue
4 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Check invoices
Settle sales proceeds
2 people
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Exhibition wallsqty 24
Bar stoolsqty 6
Dressing room mirrorsqty 2

Equipment

Cash registersqty 2
Card machinesqty 2
Laptopsqty 2
Printers
Screensqty 2
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Tool casesqty 2

Lighting

Exhibition spotlightsqty 24
Standing lampsqty 6
Light Stripsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 8
Cutting boardsqty 4
Knives for prepqty 4
Pliersqty 8
Small bowlsqty 16
Waste binsqty 8

Decorations

Tableclothsqty 24
Wayfinding signsqty 10
Table signsqty 24
Price tagsqty 120
Name badgesqty 60
Adhesive stripsqty 8
Cable traysqty 12
Photo backdrop

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cart
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start with the venue, permits and insurance before opening registration. Allow at least 8–12 weeks for an art fair so you can confirm the space, legal requirements and exhibitor terms before sending invitations.
Close registration with enough time to create the artist schedule and assign stand numbers. Publish the map only after participants are confirmed, then leave at least 7 days for corrections and visitor communication.
Check every stand’s practical setup, not just the furniture. Count tables, chairs and exhibition walls, then test extension cords, power strips, spotlights, screens, card machines and printers before the event day.
Plan sales and refreshments separately. Arrange cash registers, card machines and a cash float in advance, and confirm coffee cups, glasses, plates, cutlery, coffee equipment, coolers and beverage stock before ordering catering.
Print operational materials at least 2–3 days before opening. Prepare name badges, stand signs, the programme and the map, and keep spare copies available at registration and for the event team.

Frequently asked questions

How far in advance should I organise an art fair?: Start planning 8–12 weeks ahead for a small or medium-sized art fair. Use the first 2 weeks for the venue, permits, insurance and exhibitor terms, leaving several weeks for registration, promotion and logistics.
When should I assign art fair stand numbers?: Assign stand numbers after registration closes and participants are confirmed, usually 2–3 weeks before the fair. Publish the map at least 7 days before opening so artists and visitors have time to check it.
What equipment do I need for an art fair?: Plan for tables, chairs, exhibition walls, lighting, extension cords, power strips and charging stations, plus card machines, cash registers, printers and laptops where needed. Test powered equipment 1–2 days before the event rather than discovering faults during setup.
How much food and drink should I order for an art fair?: Base the order on confirmed attendance and the opening hours, then add a small buffer rather than ordering for unconfirmed guests. For drinks served during the first hour, allow roughly 2–3 drinks per person and confirm dietary requirements at least 7 days before catering.

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.