Baby fair checklist: what to arrange and when

Organising a baby fair means coordinating visitors, exhibitors, speakers, catering and a venue that works for parents with young children. This checklist covers the process from publishing the date and opening registrations to assigning stalls, briefing exhibitors and setting up on the day. Plan practical facilities early, including changing tables, feeding chairs, children’s chairs and a clear loading area. Use the checklist to keep deadlines, materials and final checks in one place.

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

Publish fair date
Send invitations
2 people
Open registrations
Confirm participants
Collect dietary requirements
Create exhibitor list
2 people
Assign stalls
2 people
Compile program
2 people
Confirm speakers
Make reservations
Order catering
2 people
Order print materials
Prepare badges
2 people
Email visitor information
Email exhibitor briefing
Check the shopping list
2 people
Collect materials
3 people
Do the shopping
2 people
Buy chilled goods
2 people
Sort decorations
2 people

Event

Open venue
2 people
Clear the loading zone
3 people
Set up tables and chairs
4 people
Set up exhibition booths
6 people
Set up the information desk
2 people
Set up the changing area
2 people
Set up feeding area
2 people
Set up kids' corner
2 people
Put up signage
2 people
Hang up decorations
3 people
Test sound equipment
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Welcome exhibitors
3 people
Help exhibitors set up
4 people
Staff the registration table
2 people
Welcome visitors
2 people
Distribute program
2 people
Supervise kids' area
2 people
Check changing area
Check the food service area
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Restock supplies
2 people
Announce the workshops
Support workshops
2 people
Assist at the photo spot
Register lost and found items
Wave goodbye to visitors
2 people
Have exhibitors dismantle their booths
3 people

Aftercare

Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Put furniture back
4 people
Remove decorations
2 people
Clean the venue
4 people
Count materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Fair partitionsqty 24
Standing tablesqty 24
Foldable tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Dressing tablesqty 3
Coat racksqty 4
Storage cabinetsqty 4
Lounge chairsqty 4
Children's chairsqty 4
Changing tablesqty 3
Feeding chairsqty 4
Barrier postsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Cash boxesqty 2

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Coolersqty 4

Decorations

Balloon archesqty 2
Balloonsqty 150
Tableclothsqty 36
Flower arrangementsqty 8
Photo backdrop
Decorative garlandsqty 12
Stand signsqty 24
Name plate holdersqty 30
Chalkboardsqty 6
Table décorqty 12
Toysqty 30
Play matsqty 6
Baby booksqty 20

Lighting

LED string lightsqty 8
LED lampsqty 8
Desk lampsqty 6

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Hand broomsqty 3
Cleaning glovesqty 12
Sanitizer pumpsqty 8
Toilet brushesqty 4

Catering

Groceries

Paper goods

Program leafletsqty 300
Name badgesqty 100
Wristbandsqty 300
Registration formsqty 150
Feedback cardsqty 150
Pensqty 40
Clipboardsqty 8
Notepadsqty 12
A4 paperqty 2
Tapeqty 12
Labelsqty 300
Arrow stickersqty 40

Safety

First aid kitsqty 2
Flashlightsqty 4
Cable matsqty 12
Emergency exit signsqty 6
Barrier tapeqty 4
Fire blanketsqty 2

Other

Hand trucksqty 2
Storage boxesqty 12
Tool casesqty 2
Scissorsqty 12
Cable tiesqty 200
Spare batteriesqty 24
Umbrella binsqty 2

Tips

Publish the date and open registrations before confirming the exhibitor list. Set a clear deadline for dietary requirements so catering numbers can be finalised without last-minute chasing.
Assign stalls only after participant confirmations are complete. Send each exhibitor their stall details, arrival instructions and briefing early enough for them to prepare materials.
Order print materials, badges and visitor information before the final week. Recheck names, speaker details and the programme before anything goes to print.
Plan the venue around parents and pushchairs, not just exhibitors. Place changing tables, feeding chairs, children’s chairs, coat racks and the information desk where visitors can find them without crossing busy booth areas.
Complete the shopping and equipment check before opening day. Test microphones, speakers, the laptop, projector, screen, coffee machines and all extension cords and power strips before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a baby fair?: Start at least 8 to 12 weeks before the fair. Use the first weeks to publish the date, invite exhibitors, open registrations and build the programme; leave the final 7 days for confirmations, shopping and venue checks.
When should I confirm baby fair exhibitors?: Set an exhibitor confirmation deadline around 4 to 6 weeks before the event. After that, assign stalls, create the exhibitor list and send the briefing while there is still time to correct missing information.
How many changing tables and feeding chairs do I need for a baby fair?: Base the number on expected attendance and venue flow rather than placing them all at one point. As a starting point, provide at least 1 changing table and 1 feeding chair per 50 expected visitors, then add more for a full-day fair or a high proportion of babies.
When should I order catering for a baby fair?: Place the catering order about 10 to 14 days before the fair, once registrations and dietary requirements are sufficiently stable. Confirm the final headcount and chilled goods again 2 to 3 days before opening.

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.