Camping fair checklist: what to arrange and when

A camping fair needs more than exhibitor invitations and a row of stalls. You also need a workable site layout, clear arrival information, power for equipment, catering numbers and a plan for demonstrations. Start with the date and location, then build the exhibitor list and registration process before ordering supplies. This checklist takes you through the main planning stages, including the details that are often left until the last week.

Use this plan

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
Work out the trade fair layout
2 people
Compile exhibitor list
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Order catering
Assign exhibitor spaces
2 people
Prepare parking information
Compile program
2 people
Document demonstrations
2 people
Prepare the map
Design signs and badges
Prepare visitor registration
2 people
Schedule volunteers
Confirm suppliers
Have printed materials made
Check stock
2 people
Do the shopping
2 people
Prepare materials
3 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up tables and chairs
4 people
Mark exhibitor booths
2 people
Build party tents
4 people
Connect power points
2 people
Hang lighting
2 people
Set up signage
2 people
Set up registration desk
2 people
Set out information materials
2 people
Set up the demo area
3 people
Welcome exhibitors
3 people
Check exhibitor booths
2 people
Set up the coffee station
2 people
Set out snacks
2 people
Brief the registration team
Check the safety routes
2 people

Event

Open the doors
2 people
Register visitors
3 people
Distribute program
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Lead the camping equipment demonstration
2 people
Guide the tent-pitching workshop
2 people
Answer questions at the information desk
2 people
Monitor visitor flow
2 people
Check toilets periodically
Check the lighting
Announce evening program
Inform last visitors
2 people
Close doors
2 people

Aftercare

Have exhibitors dismantle their booths
4 people
Gather exhibition materials
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Dismantle lighting
2 people
Collect waste
3 people
Wash dishes
2 people
Clean coffee station
2 people
Clean the venue
4 people
Return borrowed materials
2 people
Store leftover stock
2 people
Check deposit materials
Register lost property
Respond to visitor messages
Thank exhibitors
Collect invoices and receipts
Archive photos and files

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Chairsqty 80
High tablesqty 6
Folding chairsqty 12
Clothes racksqty 6
Bollardsqty 12
Barrier tapeqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Laptopsqty 3
Tabletsqty 3
Payment terminalsqty 3
Printersqty 2
Screensqty 4
Portable speakersqty 2
Microphonesqty 2
Power banksqty 6
Walkie-talkiesqty 8
Charging stationsqty 4
USB sticksqty 4
Spare batteriesqty 24
Tool casesqty 3
Hammerqty 4
Screwdriver setsqty 3
Hand trucksqty 2
Laddersqty 2

Lighting

LED string lightsqty 8
LED lampsqty 12
Outdoor lightsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Serving jugsqty 6
Cooling matsqty 8

Decorations

Tableclothsqty 18
Banner standsqty 6
Buntingqty 10
Plantersqty 8
Notice boardsqty 6
Brochure holdersqty 12
Name badgesqty 120
Wristbandsqty 400
Exhibitor badgesqty 80
Print panelsqty 20
Program boardsqty 6
Route arrowsqty 20
Information bannersqty 8
Whiteboardsqty 4
Markersqty 12
Tapeqty 12
Cable tiesqty 100
Scissorsqty 6
Pen setsqty 12
Notepadsqty 12

Catering

Groceries

Cleaning

Trash binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand sanitizerqty 8
Toilet brushesqty 4

Camping gear

Demonstration tentsqty 4
Sleeping bagsqty 6
Camping chairsqty 8
Camping tablesqty 4
Cooking stovesqty 3
Camping lampsqty 8
Coolers for demoqty 4
Backpacksqty 6

Tips

Confirm the site layout before assigning exhibitor spaces. Mark stalls, tables, chairs, tents, visitor routes and the loading area so suppliers and exhibitors know where to go.
Open registration early enough to process replies and collect dietary requirements before placing the catering order. Allow at least 7 days to review the final numbers with the caterer.
Check power needs before event day. Count coffee machines, kettles, screens, printers, payment terminals and speakers, then match them with extension cords, power strips and cable reels.
Prepare parking information, the site map, signs and badges together. Send arrival instructions before the fair and keep printed copies available for visitors and exhibitors who arrive without digital access.
Schedule volunteers in shifts rather than relying on one group all day. Cover venue opening, loading and unloading, registration, demonstrations, supplier contact and the final clear-up separately.

Frequently asked questions

How early should I start organising a camping fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow time for exhibitor invitations, registrations, catering, printed materials and supplier checks.
When should camping fair exhibitor invitations be sent?: Send the first invitations 6 to 8 weeks before the event and set a clear registration deadline. Review registrations weekly so you can assign spaces and update the layout before printing maps and badges.
How many volunteers do I need for a camping fair?: Plan at least one volunteer for registration, one for supplier or exhibitor support, and one for each active demonstration area at the same time. Add separate cover for opening, breaks and closing so no post is left unattended.
When should I order catering for a camping fair?: Place the catering order once registrations and dietary requirements are sufficiently stable, usually 7 to 10 days before the fair. Confirm the final headcount and serving times with the caterer 2 to 3 days 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.