Church fair checklist and planning guide

A church fair brings together vendors, food, volunteers and visitors, so small omissions can cause problems on the day. This checklist covers the practical sequence: confirm the date and venue, handle permissions, plan the stall layout, coordinate vendors and volunteers, then prepare food, equipment and access. Pay particular attention to power, weather protection, chilled stock, cash handling and waste collection. The full plan includes 74 tasks and 64 items to help you work through the event from initial planning to closing.

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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

Set date and location
2 people
Arrange permits and notifications
Check insurance
Draw the stall layout
2 people
Invite vendors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve stalls and tents
Arrange waste collection
Check power outlets
2 people
Confirm the vendor list
Assign pitch locations
2 people
Compile program
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Share route and parking information
Check the weather forecast
Arrange keys and access
Check the shopping list
2 people
Do the shopping
3 people
Store stock chilled
2 people
Prepare snacks
4 people
Set up the coffee and tea station
2 people
Prepare the cash box and change
2 people
Print cash register forms
Prepare name badges
Set up tents
6 people
Set up the stalls
6 people
Set up tables
6 people
Set up chairs
4 people
Connect power and cables
2 people
Hang lighting
3 people
Hang decorations
4 people
Receive vendors
3 people
Escort vendors to booths
3 people
Set up food stalls
4 people
Chill drinks
3 people
Set out snacks
4 people
Make coffee and tea
2 people
Hang up price lists
2 people
Test payment points
2 people
Place waste bins
2 people
Check toilets
2 people
Check the grounds and walkways
3 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Staff the cash register
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock food supplies
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Turn on lighting
Make the final announcement
Check out vendors
2 people
Close the register
2 people
Dismiss vendors
3 people

Aftercare

Secure drinks and food
3 people
Take down booths and tents
6 people
Clear tables and chairs
6 people
Wash dishes
3 people
Collect waste
4 people
Sweep the site
3 people
Final cleaning of the toilets
2 people
Turn off lighting and power
2 people
Secure lost property
Return borrowed items
2 people
Return rented materials
2 people
Clear remaining stock
2 people
Close the register and administration
2 people
Return venue keys

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 24
Tablesqty 18
Foldable tablesqty 4
Chairsqty 80
High tablesqty 6
Tableclothsqty 24
Market stall tarpaulinsqty 24
Stall weightsqty 48

Lighting

String lightsqty 8
Outdoor lightsqty 6
Extension cordsqty 10
Power stripsqty 8

Equipment

Portable speaker
Microphone
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Hot platesqty 2
Card machinesqty 2
Hand trucksqty 2
Cash
Calculatorsqty 3
Rechargeable power banksqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 120
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Pouring jugsqty 8
Reusable strawsqty 150

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving traysqty 12
Thermos flasksqty 8
Pliersqty 8
Measuring cupsqty 4
Storage binsqty 20
Cooling matsqty 12

Decorations

Buntingqty 12
Balloonsqty 150
Balloon weightsqty 12
Directional signsqty 12
Program boardsqty 4
Name badgesqty 40
Table numbersqty 24
Chalkboardsqty 12
Chalk markersqty 12
Tapeqty 10
Cable tiesqty 200
Ropeqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Rubber glovesqty 12
Cleaning clothsqty 30
Pedal bin linersqty 100
Hand broomsqty 6

Catering

Groceries

Tips

Draw the stall and tent layout before inviting vendors, leaving clear routes for visitors and enough space for hand trucks, tables and chairs. Mark power outlets, speaker positions and any areas that need stall weights or tarpaulins.
Confirm vendors and pitch locations at least 7 days before the fair, then send each one the arrival time, route, parking instructions and what they need to bring. This prevents duplicate bookings and avoids last-minute questions at the entrance.
Check power requirements before setup day. Count coffee machines, kettles, hot plates, lights, speakers and card machines, then match them to available outlets using extension cords and power strips without creating walking hazards.
Plan food and drink quantities after collecting dietary requirements and registrations. Keep chilled stock in coolers until needed, and set up separate areas for coffee, tea, snacks, serving utensils, reusable cups, plates and cutlery.
Assign volunteers to specific time slots and jobs rather than simply asking for general help. Have someone responsible for keys and access, one person checking the forecast and weather protection, and another managing the cash box and change.

Frequently asked questions

How far in advance should I organise a church fair?: Start planning at least 8 to 12 weeks before the fair. Use the first weeks for the date, venue, permissions, insurance, stall layout and vendor invitations; confirm volunteers, supplies and access during the final 2 weeks.
How many volunteers do I need for a church fair?: For a small fair, plan on at least 1 volunteer per active area, plus 2 people for setup and 2 for closing. Add extra cover for coffee and food service, registration or cash handling, and rotate shifts every 2 to 3 hours.
What should I check the day before a church fair?: Check the weather forecast, vendor list, pitch assignments, volunteer schedule, keys, parking information and power access 24 hours beforehand. Also confirm that chilled stock, cups, plates, serving equipment, cash change and waste collection are ready.
How much coffee and tea should I prepare for a church fair?: Use your registration numbers and expected visitor count to estimate servings, then keep a reserve of about 10 to 15 percent. Prepare the coffee and tea station in batches rather than all at once, and keep milk or other chilled items cold until serving.

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