Children’s fair checklist and planning guide

A children’s fair needs more than stalls and activities. You need a clear layout, registered vendors, timed children’s activities, food and drink supplies, payment arrangements and signage that works for families arriving at the same time. Start with the venue and supplier agreements, then move to registrations, schedules and printed information. On the day, allow time to inspect the room, mark sales areas and test power, sound and payment equipment before visitors 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 the venue and room layout
Draft vendor terms
2 people
Create a vendor registration form
Send invitations
2 people
Announce children's activities
Register vendors
2 people
Process registrations
2 people
Collect dietary requirements
Confirm supplier agreements
Create activity schedule
2 people
Assign stalls
2 people
Print vendor list
Send route and parking information
Create price lists and signs
2 people
Print signage
Create a cash and change plan
2 people
Sort activity materials
2 people
Check Catering Supplies
2 people
Do the shopping
2 people
Purchase refrigerated products
2 people
Prepare seller information
2 people
Create table numbers
Open and inspect the venue
2 people
Set up tables and chairs
4 people
Mark the sales areas
2 people
Set up kids' corner
3 people
Set up craft tables
3 people
Build the catering point
3 people
Chill drinks
2 people
Hang decorations
3 people
Hang up signage
2 people
Test sound equipment
2 people
Carry out safety checks
2 people
Set up the registration table
2 people

Event

Receive vendors
4 people
Guide vendors to their stands
3 people
Distribute vendor badges
2 people
Conduct the final room check
3 people
Welcome visitors
4 people
Staff entry and information
2 people
Supervise children's activities
4 people
Restock craft supplies
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Register lost and found items
Make a round of the sales tables
2 people
Handle program announcements
Inform last visitors
2 people
Have vendors pack up
3 people
Close the register
2 people

Aftercare

Clear tables and chairs
4 people
Remove decorations
3 people
Clear the children's area
3 people
Wash dishes
2 people
Pack catering supplies
2 people
Collect and remove waste
3 people
Clean the hall and entrance
4 people
Clean the restrooms
2 people
Store lost and found items securely
Count and pack materials
2 people
Return borrowed materials
2 people
Remove unsold items
2 people
Inform vendors about lost items
Return venue keys
Archive photos and documents

What to bring

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

Furniture

Market stallsqty 24
Tablesqty 12
Chairsqty 50
Beer tablesqty 4
Clothes racksqty 8
Storage boxesqty 12
Stoolsqty 8
Children's chairsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Cash machinesqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Bluetooth speaker

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Pouring jugsqty 6
Cooler tongsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Measuring cupsqty 3

Decorations

Balloonsqty 200
Balloon archesqty 2
Tableclothsqty 20
Buntingqty 10
Directional signsqty 12
Name badgesqty 60
Booth numbersqty 30
Wristbandsqty 200

Sports equipment

Play matsqty 8
Building blocksqty 4
Picture booksqty 30
Colored pencilsqty 12
Coloring pagesqty 150
Children's apronsqty 20
Table easelsqty 6

Cleaning

Broomqty 2
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Waste binsqty 10
Toilet brushesqty 3

Safety

First aid kitsqty 2
Conesqty 12
Barrier tapeqty 4
Flashlightsqty 4

Catering

Groceries

Tips

Set the layout before assigning stalls. Mark sales areas, tables, chairs and children’s activity spaces on the plan so vendors do not arrive to negotiate positions at the door.
Close vendor registrations before printing the vendor list and table numbers. Leave at least 3–5 days to process registrations, collect dietary requirements and send route and parking information.
Publish the activity schedule with the invitations and announce any children’s activities clearly. A printed schedule at the entrance helps families find activities without repeatedly asking staff.
Build the food and drink plan around the equipment you actually have. Check refrigerated products, coolers, cups, plates, cutlery, serving trays and hot-drink equipment before shopping.
Prepare cash boxes, change, card machines and power connections before opening. Test extension cords, power strips, microphones and the sound system during the venue inspection, not when the first visitors arrive.

Frequently asked questions

How far in advance should I plan a children’s fair?: Start venue, supplier and vendor planning at least 6–8 weeks before the fair. Keep the final 7 days for confirmations, printing, shopping and sorting activity materials.
When should children’s fair vendors register?: Set a registration deadline around 2–3 weeks before the event. This gives you time to process registrations, assign stalls, collect dietary requirements and print the vendor list.
What should I check at the venue before a children’s fair?: Inspect the room at least 1 day before opening, or several hours before if access is limited. Check the layout, marked sales areas, tables, chairs, power points, cables, sound equipment and clear routes for families.
How much food and drink should I prepare for a children’s fair?: Use your confirmed attendance and vendor information to calculate quantities, then buy refrigerated products as close to the event as practical—usually 1–2 days beforehand. Include extra cups, plates, cutlery and serving equipment because these are often used faster than expected.

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.