Care Volunteers Fair checklist

A Care Volunteers Fair needs more than a venue and a list of exhibitors. You need enough time to recruit volunteers, confirm care organisations, collect dietary requirements and fit workshops into the programme. This checklist follows the planning order from setting the date through registration, floor planning and equipment testing. Use it to keep exhibitor materials, name badges, visitor information and accessibility checks from becoming last-minute jobs.

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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

Reserve venue
Set the date and program
2 people
Invite care organizations
2 people
Recruit volunteers
2 people
Open the registration form
Send invitations
2 people
Publish promotional text
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Plan workshops
2 people
Confirm workshop leaders
Create the booth layout
2 people
Create the volunteer schedule
2 people
Order catering
Reserve equipment
Check accessibility
2 people
Work out the floor plan
Design signage
Print the program
2 people
Prepare name badges
2 people
Print the visitor list
Assemble info packs
3 people
Bundle exhibitor materials
2 people
Test the equipment
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Set up tables and chairs
5 people
Set up exhibition walls
3 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Set up workshop rooms
3 people
Hang up signage
2 people
Connect the sound system
2 people
Brief volunteers
2 people
Staff the reception desk
2 people
Register visitors
2 people
Explain the program
Support exhibitors
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Guide the workshop room
2 people
Support presentation materials
Direct visitors to workshops
Execute break schedule
2 people
Empty trash bins
2 people
Check toilets
Answer visitor questions
2 people
Collect photo materials
Lead the final workshop
2 people
Wave goodbye to visitors
2 people
Check out exhibitors
2 people
Collect booth materials
3 people

Aftercare

Clear tables and chairs
5 people
Remove decorations
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
3 people
Leave venue clean
4 people
Switch off equipment
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Send thank-you message
Share photos with exhibitors

What to bring

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

Furniture

Foldable tablesqty 18
Chairsqty 120
Registration desk
Bar stoolsqty 4
Clothes racksqty 4
Waste binsqty 8
Party tentsqty 2

Equipment

Laptopqty 2
Projectorqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6

Tableware

Coffee cupsqty 120
Drinking glassesqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130
Teaspoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Coolersqty 4
Serving trays with lidsqty 6
Pliersqty 6

Decorations

Display wallsqty 12
Tableclothsqty 18
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 8
Chalkboardsqty 10
Pensqty 60
Name badgesqty 140
Badge holdersqty 140
Clipboardsqty 8
Directional signsqty 20
Program standsqty 8

Lighting

LED lampsqty 10
String lightsqty 6
Battery lanternsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations, then allow at least two weeks for registrations and follow-up. Keep a current registration list so dietary requirements and attendance numbers reach the catering order.
Confirm exhibitors and workshop leaders before finalising the floor plan. Place foldable tables, chairs and registration furniture where they will not block accessible routes or workshop entrances.
Test the laptop, projector, screens, speakers and microphones in the actual room at least one day before the fair. Check extension cords and power strips at the same time, rather than discovering a missing connection during the programme.
Prepare name badges, the visitor list, information packs and exhibitor materials at least one day ahead. Pack each exhibitor’s materials together so the registration desk is not sorting documents while guests arrive.
Plan volunteer shifts around registration, exhibitor support and workshop changeovers. Have the registration desk ready before opening time, with pens, badges and the final programme in separate, clearly labelled bundles.

Frequently asked questions

How far in advance should I organise a Care Volunteers Fair?: Start venue and date planning at least 8 to 12 weeks before the fair. This leaves time to invite care organisations, recruit volunteers, confirm workshops and process registrations.
When should I send invitations for a Care Volunteers Fair?: Send invitations as soon as the date, venue and basic programme are confirmed, ideally 6 to 8 weeks beforehand. Send a reminder about 2 weeks before the event using the registration list.
How many volunteers do I need for a Care Volunteers Fair?: Plan separate cover for registration, exhibitor support and workshop changes, with at least 2 people available at the busiest arrival period. For a small fair, start with 4 to 6 volunteers and adjust after registrations close.
When should catering be ordered for a Care Volunteers Fair?: Place the catering order 7 to 10 days before the fair, after collecting dietary requirements. Confirm the final attendance number and serving time with the caterer 2 to 3 days before opening.

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.