Children’s Fair Checklist

A children’s fair needs more than stalls and activities. You have to coordinate exhibitors, registrations, volunteers, refreshments, power and a clear visitor route before the day begins. Start by confirming the date and location, then build the layout and registration process around the space you have. This checklist follows the practical order from first arrangements to final setup, so you can spot missing details before families and exhibitors arrive.

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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 date and location
2 people
Work out the trade fair layout
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Make reservations
Assign volunteers
2 people
Create activity schedule
2 people
Print floor plan
Make information signs
2 people
Post the program online
Confirm suppliers
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Print registration lists
Sort materials
3 people
Set up tables and chairs
4 people
Mark stalls
2 people
Welcome exhibitors
3 people
Build stands
6 people
Set up children’s activities
4 people
Set up the cutting and craft table
2 people
Set up play area
2 people
Set up the photo area
2 people
Set up catering table
3 people
Set up coffee station
2 people
Set up the cloakroom
2 people
Set up the entrance and ticket desk
3 people
Put up signage
2 people
Test sound and lighting
2 people
Check toilets
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Staff the entrance
2 people
Staff the cloakroom
2 people
Welcome visitors
3 people
Supervise children's activities
5 people
Hand out craft materials
2 people
Support the play area
2 people
Guide the photo area
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep catering tables clean
2 people
Support exhibitors
2 people
Announce the program
Take care of missing children
2 people
Empty trash bins
2 people
Check toilets periodically
Inform last visitors
2 people
Manage coat check
2 people
Close the register
2 people
Check out exhibitors
2 people

Aftercare

Take down stalls
6 people
Collect materials
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 12
Tablesqty 18
Chairsqty 60
Bar stoolsqty 6
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Scissorsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Payment terminalqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Cooler cratesqty 4

Decorations

Balloonsqty 200
Buntingqty 20
Tableclothsqty 18
Name badgesqty 40
Directional signsqty 12
Photo backdrop

Sports equipment

Coloring pagesqty 150
Colored pencilsqty 80
Markersqty 60
Craft matsqty 6
Building blocksqty 4
Puzzlesqty 8
Board gamesqty 10
Ballsqty 12
Hoopsqty 8
Play matsqty 6

Cleaning

Cleaning bucketsqty 4
Microfiber clothsqty 20
Broomqty 3
Litter pickersqty 2

Lighting

LED light stringsqty 8
LED lampsqty 10

Catering

Groceries

Tips

Create the floor plan before inviting exhibitors. Mark each stall, activity area, entrance, information point and refreshment area, then print copies for volunteers and exhibitors.
Set a firm registration deadline at least 7 days before the fair. Use the final attendee list to collect dietary requirements, prepare name lists and estimate snacks and drinks.
Give every volunteer a specific shift and location. Plan an arrival briefing 30 minutes before opening so people know who welcomes exhibitors, supervises activities and handles questions.
Check power and equipment at least 3 days ahead. Count extension cords and power strips, test coffee machines, kettles, speakers and the microphone, and keep cables away from children’s walking routes.
Prepare the site in two stages: build stalls and place tables and chairs first, then add signs, materials and children’s activities. Keep a separate box for last-minute essentials such as scissors, tape and printed information.

Frequently asked questions

How far in advance should I organise a children’s fair?: Start planning at least 8 weeks before the fair if you need exhibitors, volunteers and suppliers. Confirm the date and location first, then publish the registration form and invitations within the following 1–2 weeks.
When should exhibitor registration close for a children’s fair?: Close registration 7–10 days before the event. This leaves enough time to confirm exhibitors, assign stalls, print the floor plan and process dietary requirements.
How many volunteers do I need for a children’s fair?: Plan at least 1 volunteer for each active children’s area, plus 2 people for the entrance and exhibitor support. For example, four activity areas usually need a minimum of 6 volunteers per shift.
When should I set up the children’s fair?: Allow 2–3 hours for setup, depending on the number of stalls and activities. Set up tables, chairs and market stalls first, then mark locations, build stands, place signs and prepare the activity materials.

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.