Children’s clothing fair checklist

A children’s clothing fair needs more than tables and rails. You have to recruit sellers, confirm registrations, explain the sales terms, prepare price tags and decide how payments will be recorded before setup day. This checklist puts the work in a workable order, from reserving the venue to opening the doors. It also covers fitting rooms, the sales counter, cash handling and coffee service, so the details people often leave until the last hour are on your radar.

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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
Draw up sales terms
2 people
Recruit participants
2 people
Send invitations
2 people
Process registrations
2 people
Confirm registrations
2 people
Send sales instructions
Post promotion online
2 people
Distribute posters
2 people
Receive entry forms
2 people
Create participant groups
2 people
Record payment method
Schedule volunteers
2 people
Prepare price tags
3 people
Do the shopping
2 people
Get cash float
Check materials
2 people

Event

Open venue
2 people
Set up tables
4 people
Set up clothing racks
3 people
Set up the fitting rooms
2 people
Mark the entrance and route
2 people
Lay out price tags
2 people
Set up the sales counter
2 people
Prepare coffee and tea
2 people
Receive participants
4 people
Receive goods
4 people
Sort clothing
4 people
Welcome visitors
3 people
Settle sales
3 people
Check the fitting rooms
2 people
Serve drinks
2 people
Refill drinks
Restock sales tables
3 people
Mark unsold clothing
3 people
Close out proceeds
2 people

Aftercare

Returning clothing to participants
4 people
Take down tables and racks
4 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Inform participants about the proceeds
2 people
Return rental items
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 12
Chairsqty 24
Clothes racksqty 10
Clothes hangersqty 300
Bins for clothingqty 30
Fitting room screensqty 4
Changing room benchesqty 2
Mirrorsqty 2

Tableware

Coffee cupsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Card readersqty 2
Cash boxesqty 2
Laptop
Printer
Extension cordsqty 4
Power stripsqty 6

Lighting

LED lightsqty 6

Decorations

Tableclothsqty 12
Direction signsqty 12
Price tagsqty 300
Name stickersqty 60
Waterproof markersqty 20
Painter's tapeqty 10
Clipboardsqty 6

Kitchen

Thermos flasksqty 4
Serving tongsqty 4
Stock cratesqty 8

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
First aid kit

Catering

Groceries

Tips

Set the seller deadline before you publish the fair widely. Allow at least 7 days to process registrations, confirm places, send selling instructions and create participant groups.
Prepare price tags before setup day, not while sellers are arriving. Keep waterproof markers, clipboards and painter’s tape together so missing or unreadable labels can be fixed quickly.
Schedule volunteers in shifts of 2–3 hours and assign separate people to the entrance, sales counter, fitting rooms and room setup. The sales counter needs cover whenever shoppers are paying.
Plan the room around the route shoppers will actually take: entrance, clothing rails and bins, fitting rooms, then the sales counter. Put up direction signs before opening and leave clear space around tables and benches.
Buy refreshments and arrange payment equipment at least 1 day in advance. Test the card readers, cash boxes, laptop, printer, coffee machines and kettles before volunteers arrive, and prepare a cash float separately.

Frequently asked questions

How early should I start organising a children’s clothing fair?: Start 6–8 weeks before the fair if participants need to register and you need to reserve a venue. Set the registration deadline at least 2 weeks before the event so you have time to confirm sellers, group them and send instructions.
How many volunteers do I need for a children’s clothing fair?: Plan for at least 4 volunteers during setup and opening: one for the entrance, one for the sales counter, one for fitting rooms and one for general help. Add another volunteer for every busy shift or large group of participants.
When should I prepare the price tags for a children’s clothing sale?: Prepare the price-tag system 3–5 days beforehand and have spare tags ready on the day. Sellers should receive the pricing and labelling instructions before they bring their clothes, so corrections do not delay opening.
What should I check before opening a children’s clothing fair?: Allow 60–90 minutes for final setup. Check the entrance route, tables, clothing racks, hangers, fitting rooms, mirrors, price tags, payment methods, cash float, card readers and refreshments before shoppers enter.

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