Camper fair checklist: what to arrange and when

A camper fair needs more than exhibitor bookings and a row of stalls. You also need a clear registration process, a workable parking layout, reliable power, visitor information and a setup plan for the day itself. Start with the date and programme, then manage registrations and exhibitor details before assigning stalls and planning the site. Use this checklist to keep catering, signage, equipment and arrival arrangements on schedule.

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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

Publish the date and program
2 people
Send invitations
2 people
Contact exhibitors
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Update exhibitor list
Assign stalls
2 people
Create the parking layout
Book catering
Determine beverage stock
2 people
Prepare the map
Design signage
Prepare name badges
2 people
Print visitor information
2 people
Send exhibitor information
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Open venue
2 people
Clear the parking area
3 people
Welcome exhibitors
3 people
Mark stalls
3 people
Set up tables and chairs
4 people
Set up the information desk
2 people
Build the catering point
3 people
Connect coffee equipment
2 people
Fill coolers
2 people
Set up signage
3 people
Hang decorations
2 people
Test the lighting
2 people
Lay out power cables safely
3 people
Prepare snacks
3 people
Prepare lunch packs
2 people
Check toilets
2 people
Place waste stations
2 people
Brief the team

Event

Staff the registration table
2 people
Carry out access control
2 people
Arrange parking assistance
2 people
Welcome visitors
2 people
Hand out maps
Support exhibitors
2 people
Answer information questions
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets periodically
Register lost items
Inform last visitors
2 people
Check out exhibitors
2 people

Aftercare

Clean up catering
3 people
Dismantle furniture
4 people
Switch off equipment
2 people
Remove decorations
2 people
Collect waste
3 people
Clean the floors
3 people
Clean the restrooms
2 people
Secure lost items
Hand over the venue
2 people
Return materials
2 people
Empty coolers
2 people
Wash dishes
2 people
Store leftover stock
Sort reusable materials
2 people
Dispose of waste properly
2 people

What to bring

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

Furniture

Party tentsqty 2
Information desk
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
High tablesqty 8
Table skirtsqty 8
Clothes racksqty 2
Storage cratesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 8
Extension cordsqty 8
Cable rampsqty 6
Mobile payment terminalsqty 2
Walkie-talkiesqty 6
Handheld megaphonesqty 2

Lighting

LED lampsqty 10
String lightsqty 6
Batteriesqty 24

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Pliersqty 6
Storage binsqty 10

Decorations

Trade fair flagsqty 6
Balloon archesqty 2
Table décorqty 12
Name badge holdersqty 50
Name badgesqty 250
Directional signsqty 20
Display holdersqty 12
Tapeqty 6
Cable tiesqty 100
Chalkboardsqty 6

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Spongesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Work glovesqty 8
Reflective vestsqty 6
Flashlightsqty 4
Barrier tapeqty 4
Traffic conesqty 12

Catering

Groceries

Tips

Publish the date, programme and registration form early enough to collect exhibitor details and dietary requirements before you assign stalls. Send the final exhibitor information after the layout is fixed, rather than relying on last-minute updates.
Create the stall and parking layouts together. Check that camper access, visitor parking, the information desk and delivery routes still work when tables, chairs and party tents are in place.
Plan electricity before setup day. Count power strips and extension cords by area, protect cables with cable ramps, and test coffee machines, kettles and payment terminals before exhibitors arrive.
Prepare visitor information, signs and name badges in advance. Print the map and key instructions before the event day so the information desk is not answering basic questions while the site is being set up.
Set a clear arrival sequence for the event day: open the venue, clear and mark the parking area, mark stalls, set up furniture, then welcome exhibitors. Keep walkie-talkies, spare batteries, lighting and storage crates accessible during setup.

Frequently asked questions

How far in advance should I organise a camper fair?: Start planning at least 8 to 12 weeks before the fair. Publish the date and programme first, then allow several weeks for exhibitor contacts, registrations, stall assignments and final visitor information.
When should I assign stalls at a camper fair?: Assign stalls after registrations and exhibitor details have been checked, usually 2 to 3 weeks before the event. Send the confirmed stall position and arrival instructions as soon as the parking and site layout are final.
How much food and drink should I arrange for a camper fair?: Base catering and beverage stock on confirmed registrations, exhibitors and crew, then add a small buffer for walk-in visitors. Finalise dietary requirements at least 7 days beforehand so the catering order can be adjusted.
What should be ready before exhibitors arrive?: The parking area, stall markings, tables, chairs, signs and information desk should be ready before the first exhibitor arrives. Allow at least 2 hours for site setup, including power checks, lighting and delivery confirmation.

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.