Clothing Fair Checklist

A clothing fair runs smoothly when vendor details, stall space and visitor flow are settled before anyone starts unloading racks. Confirm venue access first, then process registrations, assign pitches and send vendors the practical information they need. In the final week, prepare price labels, signs, seller kits and payment arrangements. On the day, allow time to check toilets, mark walking routes, build fitting rooms and test lighting before opening.

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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 access
Invite vendors
2 people
Process registrations
2 people
Gather dietary requirements
Send vendor information
Invite attendees
2 people
Create a stand map
2 people
Assign pitch locations
2 people
Determine payment method for vendors
2 people
Draw up house rules
Prepare price labels
2 people
Print vendor list
Make signs and wayfinding
2 people
Arrange cash change
Collect materials
2 people
Do the shopping
2 people
Check clothing racks
2 people
Assemble seller kits
2 people
Prepare coffee and tea
2 people

Event

Open venue
2 people
Check venue and toilets
2 people
Mark off walking routes
2 people
Set up tables and racks
6 people
Set up the fitting rooms
3 people
Set up mirrors and lighting
3 people
Set up the cash register and payment point
2 people
Set up catering point
2 people
Hang up signage
2 people
Receive vendors
4 people
Guide vendors to booths
3 people
Restock clothing racks and tables
4 people
Welcome visitors
3 people
Staff the information desk
2 people
Check the fitting rooms
2 people
Serve drinks and snacks
2 people
Refill drinks
Remove waste and empty packaging
2 people
Support vendors
2 people
Inform last visitors
2 people
Have the vendors pack up
4 people
Collect lost and found items

Aftercare

Take down clothing racks and tables
5 people
Clean tableware and equipment
3 people
Thoroughly clean the space
4 people
Take waste to the collection point
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Inform vendors about lost items
Store leftover materials
2 people

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 30
Clothes racksqty 20
Clothes hangersqty 300
Changing room screensqty 4
Clothing binsqty 10
Tableclothsqty 24

Equipment

Cash machinesqty 2
Cash boxesqty 4
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 6
Handheld microphone

Tableware

Reusable cupsqty 150
Coffee mugsqty 80
Pastry platesqty 80
Teaspoonsqty 80

Decorations

Mirrorsqty 4
Information boardsqty 8
Directional signsqty 12
Price tagsqty 500
Markersqty 12
Painter's tapeqty 8
Ropeqty 2

Lighting

Standing lampsqty 6

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a vendor deadline at least 7 days before the fair. Use the final registration list to create the stall map, assign pitch locations and print the vendor list.
Send vendors their arrival time, pitch location, payment method and house rules at least 3 days in advance. Include whether they should bring hangers, racks or other display equipment.
Set up fitting-room screens, mirrors and standing lamps before vendors arrive. Check each area from the walkway so visitors have privacy and enough light to assess clothing.
Prepare price tags, markers and seller kits before setup day rather than during vendor check-in. Keep spare tags and painter’s tape at the information point for last-minute changes.
Allow at least 60 minutes before doors open for venue and toilet checks, route marking, tables and racks, refreshments and payment equipment. Keep cash change, cash boxes and card machines together at one staffed point.

Frequently asked questions

How early should I start organising a clothing fair?: Start at least 6 weeks before the event if you need to recruit vendors and process registrations. Use the final 7 days for the stall map, vendor information, signs, price labels and seller kits.
How many clothing racks do I need for a clothing fair?: Plan one main rack or table display area per vendor, based on the pitch size you assign. Confirm the number after registrations close, then add a small reserve if the venue has room for last-minute changes.
How long does it take to set up a clothing fair?: Allow at least 2 hours for a small fair with tables, racks, fitting rooms and signs, plus 60 minutes for final checks before opening. Add more time if vendors assemble their own displays on arrival.
What should I arrange for payments at a clothing fair?: Decide on the vendor payment method before invitations go out and communicate it at least 3 days before the event. On the day, place cash boxes, change and card machines at a clearly marked point and test equipment before doors open.

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.