Bakery fair checklist: what to organise and when

A bakery fair needs more than tables and tasting plates. You need time to recruit exhibitors, collect registrations and dietary requirements, plan demonstrations and fit every stand into the venue. Start with the date, location and exhibitor list, then move through permits, insurance, layout, catering and printed information. Use the final week to confirm numbers, test payment and power arrangements, and send exhibitors one clear briefing so setup does not become a last-minute scramble.

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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

Set the fair date and location
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Create the fair schedule
2 people
Schedule demonstrations
2 people
Open the registration form
Send invitations
2 people
Post social media announcement
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Book catering
Check permits
Check insurance
Create Trade Show Floor Plan
2 people
Assign stand numbers
2 people
Send exhibitor information
Design name badges
Design program leaflets
Design signage
Have printed materials printed
Arrange the entry payment method
Assign volunteers
2 people
Check the shopping list
2 people
Email exhibitors one last time
Buy stock of shelf-stable products
2 people
Check tableware and equipment
2 people
Buy perishable products
2 people
Open venue
2 people
Receive deliveries
2 people
Set out booths
3 people
Set up tables and chairs
4 people
Set up exhibitor booths
6 people
Set up the demo kitchen
3 people
Set up coffee and tea station
2 people
Set up the tasting buffet
3 people
Hang up decorations
2 people
Set up signage
2 people
Test sound system
2 people
Check power outlets
2 people
Set up the registration table
2 people
Label products and allergens
3 people
Portion snacks
3 people
Brief volunteers
2 people

Event

Welcome exhibitors
3 people
Staff registration
2 people
Welcome visitors
3 people
Hand out program brochures
2 people
Serve coffee and tea
2 people
Open the tasting
3 people
Refill drinks
2 people
Refill the tasting dishes
3 people
Guide demonstrations
2 people
Announce the speakers
Answer allergen information questions
Empty trash bins
2 people
Check toilets
Execute break schedule
2 people
Register lost property
Inform last visitors
2 people
Have exhibitors dismantle their booths
3 people

Aftercare

Close the register
2 people
Chill tasting products
2 people
Collect tableware
3 people
Switch off equipment
2 people
Take down tables and chairs
4 people
Remove decorations
2 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Secure lost property
Return rental items
2 people
Store leftover stock
2 people
Thank exhibitors
Send visitor email

What to bring

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

Furniture

High tablesqty 8
Trade fair tablesqty 24
Customer chairsqty 48
Exhibitor chairsqty 30
Tableclothsqty 30
Clothes racksqty 4
Bollardsqty 12

Tableware

Coffee cupsqty 150
Water glassesqty 150
Tasting platesqty 250
Pastry forksqty 250
Teaspoonsqty 150
Serving plattersqty 30
Serving traysqty 20
Milk jugsqty 8
Sugar bowlsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Food warmersqty 4
Induction hobsqty 2
Ovensqty 2
Handheld microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 2
Card machinesqty 3
Laptop
Printer

Kitchen

Mixing bowlsqty 8
Measuring cupsqty 6
Kitchen scalesqty 3
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Rolling pinsqty 4
Spatulasqty 8
Whiskqty 4
Baking traysqty 12
Baking pansqty 12
Oven mittsqty 6
Kitchen tongsqty 6
Slicersqty 2
Product tongsqty 20
Food containersqty 20
Digital thermometersqty 4

Decorations

Trade show bannersqty 6
Table runnersqty 30
Decorative bread basketsqty 20
Flower arrangementsqty 12
Directional signsqty 12
Table signsqty 30

Lighting

LED string lightsqty 8
LED construction lightsqty 6

Catering

Groceries

Registration

Name badge holdersqty 150
Clipboardsqty 6
Pensqty 30
Registration formsqty 200
Program leafletsqty 250
Wristbandsqty 250
Small change traysqty 3

Cleaning

Trash binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Towel dispensersqty 4

Safety

Fire extinguishersqty 4
Non-slip matsqty 8
Cable matsqty 12
Flashlightsqty 4

Communication

Walkie-talkiesqty 6
Notepadsqty 12
Contact listsqty 12

Tips

Set the exhibitor deadline before you print the floor plan. Keep the registration form open long enough to collect stand details, contact information and dietary requirements, then assign stand numbers only after registrations are processed.
Schedule demonstrations with fixed start and finish times, and place them on the programme leaflet and signs. Allow at least 15 minutes between sessions for visitors to move, taste and reset the area.
Check power before booking or transporting equipment. Count the ovens, induction hobs, coffee machines and kettles together with extension cords and power strips, and confirm that the venue can support them at the same time.
Plan tasting service by the number of exhibitors and expected visitors, not just by table count. Plates, pastry forks, teaspoons, serving platters and trays are easy to overlook when the focus is on furniture and displays.
Send the final exhibitor email no later than 3 days before the fair. Include arrival and setup times, stand numbers, the floor plan, payment arrangements, catering details and any restrictions confirmed through permits or insurance.

Frequently asked questions

How far in advance should I organise a bakery fair?: Allow at least 8 to 12 weeks for a small bakery fair. That gives you time to secure the venue, invite exhibitors, process registrations, check permits and insurance, and print the programme and signage.
How many bakery exhibitors should I invite?: Invite about 20% more exhibitors than your target capacity if you expect cancellations. For example, for 25 stands, contact around 30 suitable exhibitors, then confirm the final list before assigning the floor plan.
When should I send bakery fair invitations?: Send the first public invitations 4 to 6 weeks before the fair, once the date, location and registration form are ready. Send exhibitors a final information email 3 days before setup.
What equipment do I need for a bakery fair?: Plan equipment by activity: ovens or induction hobs for demonstrations, coffee machines and kettles for drinks, refrigerators or coolers for chilled items, and microphones and speakers for announcements. Check quantities and power requirements at least 2 weeks before the event.

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.