Butchers' Fair organising checklist

A butchers' fair needs more than a venue, exhibitors and display counters. You need a clear floor plan, confirmed registrations, chilled transport and enough refrigeration from the moment the meat arrives. Work through the plan in stages: fix the date and layout first, then manage exhibitors and visitors, and finish with stock, signage and the venue safety check. This checklist helps you keep those dependencies visible and avoid last-minute gaps.

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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 venue and date
2 people
Create the trade show floor plan
2 people
Contact exhibitors
2 people
Register exhibitors
2 people
Assign Booth Space
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
2 people
Book catering
2 people
Reserve refrigerated transport
Send parking information
Prepare name badges
2 people
Print maps
Send exhibitor letter
Print the registration list
Check stock
2 people
Do the shopping
3 people
Receive meat chilled
3 people
Store meat refrigerated
2 people
Prepare promotional materials
2 people
Sort booth materials
3 people
Open venue
2 people
Conduct a safety check
2 people
Set up tables and chairs
6 people
Build stage walls
6 people
Connect the coolers
3 people
Set up stalls
6 people
Hang up signage
3 people
Hang up decorations
3 people
Prepare tasting dishes
5 people
Portion the meat
4 people
Display cold products
3 people
Prepare hot snacks
4 people
Chill drinks
2 people
Set up coffee station
2 people
Set up registration desk
2 people
Welcome exhibitors
3 people
Prepare badge distribution
2 people
Carry out the final hygiene check
2 people

Event

Open the doors
3 people
Register visitors
3 people
Direct visitors
2 people
Support exhibitors
2 people
Serve tastings
5 people
Serve hot snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Replenish buffets
3 people
Record temperatures
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Restock chilled supplies
2 people
Serve the final tasting
3 people
See visitors out
3 people

Aftercare

Have exhibitors dismantle their booths
4 people
Package unused food
3 people
Put refrigerated items back
2 people
Collect tableware
3 people
Separate waste
3 people
Dismantle booth materials
6 people
Clear tables and chairs
6 people
Clean coolers
3 people
Wash dishes
3 people
Clean the venue
5 people
Remove decorations
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Remove residual waste
2 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 18
High tablesqty 8
Chairsqty 80
Display wallsqty 24
Tableclothqty 24
Clothes racksqty 4

Tableware

Platesqty 150
Dessert platesqty 150
Coffee cupsqty 100
Glassesqty 180
Knivesqty 120
Forksqty 120
Teaspoonsqty 80
Serving spoonsqty 20

Equipment

Refrigeratorsqty 4
Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 2
Contact grillsqty 2
Induction hobsqty 2
Power stripsqty 12
Extension cordsqty 12
Digital thermometersqty 6

Kitchen

Cutting boardsqty 12
Chef's knivesqty 12
Meat Tongsqty 12
Mixing bowlsqty 8
Serving plattersqty 24
Serving trays with lidsqty 12
Measuring cupsqty 4
Aluminum traysqty 30
Food containersqty 24
Cooling platesqty 18
Cut-resistant glovesqty 12
Disposable glovesqty 400
Hair netsqty 100
Apronsqty 20
Serving plattersqty 24

Decorations

Trade show bannersqty 8
Buntingqty 12
Table décorqty 24
Name card holdersqty 30
Directional signsqty 16
Backdrop clothsqty 8

Lighting

LED lampsqty 12
Light cablesqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the floor plan before assigning booth spaces. Mark counters, tables, display walls, visitor routes and power points so exhibitors know exactly what they are getting and extension cords can be checked in advance.
Confirm exhibitor registrations before printing badges, maps and the registration list. Collect dietary requirements at the same time, rather than trying to reconstruct them from late replies.
Treat chilled meat as a timed delivery, not ordinary stock. Reserve refrigerated transport, check the refrigerators and coolers before arrival, and record temperatures with digital thermometers when the meat is received and stored.
Publish the programme and parking information before sending the exhibitor letter. Include arrival instructions and booth details early enough for exhibitors to prepare materials and arrive at the correct time.
Run the final stock and safety checks before opening the venue. Check knives, cutting boards, tongs, serving equipment, coffee machines, kettles, contact grills and power strips, then confirm that chilled and heated food can be kept safely.

Frequently asked questions

How far in advance should I organise a butchers' fair?: Set the venue and date first, then allow at least 6 to 8 weeks to contact exhibitors, process registrations and publish the programme. Reserve refrigerated transport and catering as soon as the date is fixed.
How should meat be handled at a butchers' fair?: Arrange chilled transport for the delivery window and move the meat into checked refrigerators or coolers immediately after receipt. Record the temperature on arrival and keep a thermometer available throughout the fair.
When should I print badges and maps for a butchers' fair?: Wait until exhibitor registrations and booth assignments are final, then print badges, maps and the registration list 3 to 5 days before opening. Keep a small set of blank badges for late changes.
What equipment do I need for a butchers' fair?: Plan for counters, tables, chairs and display walls, plus refrigerators or coolers, thermometers, cutting boards, chef's knives, meat tongs and serving platters. Check power strips and extension cords at least 1 day before the venue opens.

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