Birthday market fair checklist

A birthday market fair combines guest registration, exhibitor coordination, food service and outdoor setup, so the order of work matters. Start by confirming exhibitors and dietary requirements before buying food or assigning tables. In the final week, check tents, tables, power, signage and payment supplies. On the day, finish the grounds inspection before guests arrive, then chill drinks, arrange snacks and open the stalls in a clear sequence.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm exhibitors
Set up stalls
2 people
Reserve tables and tents
Check power outlets
Check the shopping list
Do the shopping
2 people
Store stock chilled
2 people
Picking up the cake
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Set up game activities
2 people
Prepare cash register and change
Make name badges
Make route signs
Inspect the grounds
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
3 people
Set up stalls
4 people
Hang decorations
3 people
Connect lighting
2 people
Set up music
2 people
Set up buffet
3 people
Set out drinks
2 people
Signpost the entrance
2 people
Place waste stations
2 people

Event

Welcome guests
2 people
Help exhibitors
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Supervise game activities
2 people
Cut the cake
2 people
Operate the music
Check toilets
Collect waste
2 people
Collect lost and found items

Aftercare

Take down the stalls
4 people
Take down tents
4 people
Put furniture back
4 people
Wash dishes
3 people
Clean the grounds
4 people
Take out the trash
2 people
Switch off equipment
2 people
Remove decorations
2 people
Return rented items
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 50
Beer table setsqty 4
Tablecloth clipsqty 24

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Birthday bannerqty 2
Table decorationsqty 10
Chalkboardsqty 6
Chalk markersqty 6
Price tagsqty 100

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cash boxesqty 2

Tableware

Drinking glassesqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Serving tongsqty 6
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Cake knifeqty 2

Lighting

LED light stringsqty 4
LED lanternsqty 6

Sports equipment

Ring toss game
Beanbagsqty 8
Sidewalk chalkqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Send invitations and process registrations early enough to collect dietary requirements before you shop. Use the final guest count to plan sandwiches, snacks, drinks, plates and cups rather than guessing.
Confirm exhibitors and reserve their tables and tents before setting up the market layout. Check each stall’s power needs at least 3 days before the event so extension cords and power strips are available.
Keep chilled stock in coolers until it is needed, and chill drinks several hours before guests arrive. Pick up the cake on the day only if you can keep it level and cool until serving.
Prepare the cash register, cash boxes and change before stall setup begins. Price tags, chalkboards and chalk markers should be ready together, so exhibitors are not trying to label items while guests arrive.
Allow at least 2 hours for outdoor setup when you need tents, tables, chairs, stalls, decorations and lighting. Inspect the grounds first, then place route signs before connecting lights or hanging bunting.

Frequently asked questions

How far in advance should I send birthday market fair invitations?: Send invitations about 4 to 6 weeks before the fair. Set a registration deadline at least 10 days before the event so you can confirm numbers, dietary requirements and exhibitor needs.
When should I confirm birthday market fair exhibitors?: Aim to confirm exhibitors 2 to 3 weeks in advance. Ask about table space, tent requirements and power outlets no later than 7 days before setup.
How long does it take to set up a birthday market fair?: Allow around 2 to 3 hours for a small fair with tents, tables, chairs, stalls, signs and decorations. Add at least 30 minutes for a final grounds inspection, food placement and payment setup.
How many drinks should I plan for a birthday market fair?: For the first hour, plan on 2 to 3 drinks per adult, then about 1 drink per person per hour. Add extra water and keep chilled stock in coolers so you can replenish without interrupting the stalls.

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.