Camping fair checklist: what to arrange and when

A camping fair needs more than booked exhibitors and a row of tables. You need a clear pitch plan, badges, visitor information, demo tents, power routes and enough time to check the venue before visitors arrive. Start with registrations and exhibitor details, then assign spaces and prepare printed materials. On setup day, mark the floor first, check emergency exits, and only then place tables, chairs, counters and displays. This checklist keeps the practical work in the right order.

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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

Confirm booth layout
2 people
Invite participants
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Send visitor information
Create exhibitor list
Assign pitch locations
2 people
Print floor plan
Prepare visitor badges
2 people
Prepare exhibitor badges
Assemble information leaflets
2 people
Set out promotional materials
Check stock of groceries
Do the shopping
2 people
Collect materials
3 people
Bring materials to the venue
3 people
Check the venue and emergency exits
2 people
Mark the floor
3 people
Set up stand tables
4 people
Place chairs and counters
3 people
Set up demo tents
4 people
Place display racks
2 people
Lay out tablecloths
2 people
Hang up stand numbers
2 people
Put up route signs
2 people
Set up the registration table
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Connect power points
2 people
Cover cables safely
2 people

Event

Welcome exhibitors
3 people
Open visitor registration
3 people
Welcome visitors
3 people
Direct visitors to booths
2 people
Lead camping demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Restock the information desk
Inform last visitors
2 people
Ensure visitors leave safely
3 people

Aftercare

Have exhibitors unload
3 people
Take down demonstration tents
4 people
Collect stand materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Disconnect equipment
2 people
Return materials
3 people
Empty and clean coolers
2 people
Store leftover stock
2 people
Sort lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 14
Folding chairsqty 36
Countersqty 2
Display racksqty 12
Clothes racksqty 2
Bollardsqty 8
Barrier tapeqty 4
Tableclothsqty 14

Decorations

Booth numbersqty 20
Route signsqty 12
Trade show bannersqty 4
Decorative flagsqty 12
Tapeqty 8
Cable tiesqty 100
Name badgesqty 180
Badge holdersqty 180

Equipment

Extension cordsqty 14
Power stripsqty 14
Cable matsqty 12
Label printer
Walkie-talkiesqty 6
Power banksqty 6
Flashlightsqty 4

Lighting

LED work lightsqty 6
String lightsqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Glassesqty 120
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Hand sanitizer holdersqty 6
First aid kitsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the fair. Use the final list to confirm exhibitors, collect dietary requirements and prepare visitor and exhibitor badges without last-minute changes.
Assign every exhibitor a pitch location before printing the floor plan. Print at least two copies: one for the entrance and one for the organising team, with booth numbers matching the marked floor.
Check the venue and emergency exits before unloading equipment. Plan extension cords, power strips and cable mats together, and keep cables away from visitor routes rather than solving them after the stands are built.
Allow at least 3 hours for setup if you are placing party tents, tables, chairs, counters, display racks and demo tents. Mark the floor and hang booth numbers before exhibitors start bringing in their materials.
Pack visitor information, exhibitor lists, route signs, promotional materials and badges in separate labelled boxes. Keep tape, cable ties, a label printer, flashlights and power banks in one setup kit so small fixes do not delay opening.

Frequently asked questions

How early should I invite exhibitors to a camping fair?: Send invitations at least 6 to 8 weeks before the fair, then set a firm registration deadline around 10 days before opening. That leaves time to confirm exhibitors, assign pitches and print the floor plan and badges.
How long does it take to set up a camping fair?: Allow about 3 hours for a small fair with several stands, and 5 to 6 hours if you are also installing party tents, demo tents, displays, signs and lighting. Add at least 30 minutes for a final safety and emergency-exit check.
When should I print the camping fair floor plan?: Print it after registrations and pitch assignments are final, normally 5 to 7 days before the fair. Keep one working copy for setup and place another at the visitor entrance.
How many badges should I prepare for a camping fair?: Prepare one badge for every registered visitor and exhibitor, plus at least 10% extras for replacements and late changes. Print exhibitor badges only after names and dietary requirements have been checked.

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.