Clothes swap fair checklist

A clothes swap fair runs smoothly when the clothing flow is decided before anyone arrives. Confirm the venue and date first, then set clear exchange rules, collect registrations and schedule enough volunteers for sorting and check-in. Tables, racks, mirrors and changing areas need to be ready before setup ends. This checklist also covers the details people often leave too late, such as vouchers, size signs, participant information and chilled drinks.

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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 location and date
Reserve tables and clothing racks
Draw up house rules for the exchange
2 people
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Send participant information
Publish entry conditions
Check the shopping list
2 people
Prepare name badges
2 people
Print exchange vouchers and forms
Print signage
Check clothing racks
2 people
Check mirrors and fitting rooms
2 people
Do the shopping
2 people
Prepare clothing collection
3 people
Sort clothing by type
4 people
Sort clothing by size
4 people
Chill drinks
2 people
Clean the venue
3 people
Set up tables
4 people
Set up clothing racks
4 people
Build fitting rooms
3 people
Place mirrors
2 people
Lay out clothing
5 people
Put up signs and signage
2 people
Set up the reception table
2 people
Set out coffee and tea
2 people
Brief volunteers
3 people

Event

Welcome visitors
3 people
Collect and inspect garments
3 people
Hand out exchange vouchers
2 people
Restock clothing racks
3 people
Put clothing back neatly
3 people
Assist in fitting rooms
2 people
Serve drinks and snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Set aside unwanted clothing
2 people
Announce the final swap round

Aftercare

Pack up leftover clothing
4 people
Take down tables and racks
4 people
Clean the tableware and equipment
3 people
Clean the venue
4 people
Take out the trash
2 people
Return borrowed items
2 people
Deliver donation clothing
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Clothes racksqty 8
Chairsqty 20
Folding benchesqty 2
Changing room screensqty 4
Full-length mirrorsqty 3
Clothing binsqty 12
Changing room hooksqty 12
Coat racksqty 2

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Clothes steamersqty 2
Coolersqty 3
Thermos flasksqty 4
Clothing scalesqty 2

Tableware

Cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Bowlsqty 8
Serving spoonsqty 6

Decorations

Wayfinding signsqty 12
Information boardsqty 8
Tableclothsqty 8
Clothing size signsqty 14
Name badgesqty 100
Adhesive hooksqty 20
Buntingqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 6
Pliersqty 6
Ice packsqty 12

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the exchange rules before sending invitations. State which clothing is accepted, how many items each person may bring, and whether damaged or unwashed items will be refused.
Create a sorting layout before the event and label racks and tables by clothing type and size. This prevents volunteers from having to reorganise piles while participants are browsing.
Allow time for registration processing and send participant information before the event, including entry conditions, collection instructions and the exchange process. Do not leave this until the final day.
Check changing room screens, hooks and full-length mirrors during setup, not after doors open. A missing hook or mirror quickly creates queues when several people try on clothes at once.
Print vouchers, forms, name badges and signage in advance, and keep spare copies at the check-in table. Put wayfinding and clothing size signs up before the first delivery of clothes arrives.

Frequently asked questions

How far in advance should I plan a clothes swap fair?: Start planning at least four weeks before the event. Confirm the location and date first, then allow time for promotion, registrations, volunteer scheduling, printing and clothing collection.
How many volunteers do I need for a clothes swap fair?: Plan at least one volunteer for check-in, two for sorting and one person to coordinate the floor for every 30 to 40 participants expected at the same time. Add cover for breaks and busy arrival periods.
When should participants receive the clothes swap rules?: Send the rules and entry conditions at least seven days before the fair. Repeat the key points at check-in so people know how many items they can exchange and what happens to unsuitable clothing.
When should I set up the clothing racks and changing areas?: Finish the main setup at least 60 minutes before opening. Place racks, size signs, mirrors, screens and hooks first, then sort clothing so the floor is ready when participants arrive.

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