Baby fair planning checklist

A baby fair needs more coordination than a typical market because exhibitors, visitors, equipment and family facilities all come together in one space. Start by confirming the date and venue, then build the exhibitor list, registration process and floor plan before promoting the event. In the final weeks, focus on permits, catering, badges, printed materials and clear information for visitors and exhibitors. This checklist helps you keep the planning sequence practical and visible.

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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

Confirm date and location
2 people
Work out the trade fair layout
2 people
Draft participant terms and conditions
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute local promotion
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Make equipment reservations
Compile program
2 people
Create a visitor map
Compile exhibitor list
Order badges and wristbands
Check permits
Order catering
2 people
Buy drinks and snacks
2 people
Prepare printed materials
Email visitor information
Email exhibitor information
Pick up groceries
2 people
Check materials
2 people

Event

Prepare registration table
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Assign stand locations
2 people
Set up tables and chairs
4 people
Build stands
6 people
Hang decorations
3 people
Set up signage
2 people
Set up the changing area
2 people
Set up feeding area
2 people
Set up the play area
2 people
Set up coffee station
2 people
Set up the cloakroom
2 people
Test sound equipment
2 people
Check the lighting and power
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out tableware
2 people
Lay out registration materials
2 people
Handle the opening
2 people
Welcome visitors
4 people
Register sign-ups
3 people
Explain the program
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check changing area
2 people
Check the play area
2 people
Empty trash bins
2 people
Check toilets
2 people
Support exhibitors
2 people
Guide visitors to the exit
2 people
Check out exhibitors
2 people

Aftercare

Take down stalls
6 people
Collect furniture
4 people
Remove decorations
3 people
Wash dishes
3 people
Dispose of waste
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Collect lost and found items
Call booth holders about supplies

What to bring

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

Furniture

Trade fair tablesqty 30
Chairsqty 80
Registration deskqty 2
Bar stoolsqty 6
Coat racksqty 4
Changing room screenqty 4
Lounge armchairsqty 4
Side tablesqty 6
Storage boxesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 4
Handheld microphone stand

Decorations

Balloonsqty 150
Balloon archqty 2
Tableclothsqty 32
Buntingqty 8
Flower arrangementsqty 6
Photo backdrop
Name card holdersqty 35

Paper goods

Program leafletsqty 400
Floor plansqty 400
Exhibitor badgesqty 80
Visitor stickersqty 500
Notepadsqty 100
Pensqty 60
Sticky notesqty 10
A4 printing paperqty 500

Baby Supplies

Changing matsqty 4
Changing tablesqty 2
Feeding chairsqty 4
Baby blanketsqty 8
Play matsqty 4
Baby Toysqty 20
Trash bins with lidsqty 4

Safety

First aid kit
Cable traysqty 12
Non-slip matsqty 8
Flashlightsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand sanitizer holdersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Create the floor plan before confirming every exhibitor. Allow space for trade fair tables, chairs, registration, coat racks, a changing room screen and storage, then check that walkways remain accessible for prams.
Set a clear registration deadline at least 7 days before the fair. Use the registration form to collect visitor numbers and dietary requirements, and send final visitor information once those details are processed.
Confirm exhibitors and equipment reservations 2–3 weeks before the event. Recheck tables, chairs, coffee machines, kettles, coolers, speakers, microphones, extension cords and power strips rather than assuming the venue supplies them.
Plan refreshments by service point, not only by total quantity. Place reusable cups, coffee cups, plates, cutlery, serving platters and water jugs where they will be used, and keep drinks and snacks easy to reach without blocking exhibitor traffic.
Prepare the registration table and printed materials the day before. Put badges, wristbands, the visitor map and exhibitor list together, then test charging stations and the microphone before doors open.

Frequently asked questions

How far in advance should I organise a baby fair?: Start planning at least 12 weeks before the event. Confirm the date and location first, contact exhibitors during the next 2–3 weeks, and leave the final 14 days for registrations, permits, catering and equipment checks.
When should baby fair exhibitors be confirmed?: Aim to confirm exhibitors 2–3 weeks before the fair. This gives you time to finalise the layout, compile the exhibitor list, prepare the visitor map and send accurate exhibitor information.
How long before a baby fair should registration close?: Close or review registrations around 7 days before the event. Use the final numbers to plan catering, badges, wristbands, seating and any dietary requirements.
What equipment do I need for a baby fair?: Plan for tables, chairs, a registration desk, coat racks, a changing room screen, storage boxes and power access. For refreshments and announcements, check coffee machines, kettles, coolers, speakers, a microphone, extension cords and power strips at least 2 weeks beforehand.

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.