Club fair checklist: what to arrange and when

A club fair brings together association booths, external vendors, volunteers and visitors in one place, so timing matters. Start by confirming the date and location, then allow time for permits, insurance and registrations before planning the layout. In the final week, check reservations, printed materials, route signs, refreshments and electrical equipment. This checklist covers 79 tasks and 99 supplies, from market stalls and tables to cash boxes, coolers and welcome signs.

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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
Apply for permits
Check insurance
Create a booth layout
2 people
Inventory association booths
2 people
Contact external vendors
2 people
Send registration form
Process registrations
2 people
Confirm pitches
2 people
Collect dietary requirements
Recruit volunteers
2 people
Create volunteer schedule
2 people
Send invitations
2 people
Distribute neighborhood information
2 people
Post social media messages
Pick up printed materials
Prepare route signs
2 people
Create exhibitor information
Print contact list
Confirm reservations
Check the shopping list
2 people
Do the shopping
3 people
Purchase refrigerated products
2 people
Chill drinks
2 people
Sort tableware
2 people
Prepare cash drawer
2 people
Print price lists
Make name badges
2 people
Set out materials for each booth
3 people
Prepare decorations
3 people
Check the weather forecast
Prepare weather plan
2 people

Event

Open venue
2 people
Inspect the site
2 people
Check power outlets
2 people
Unload booths
6 people
Build party tents
6 people
Set up tables and chairs
6 people
Set out pitches
3 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Hang decorations
4 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up catering stand
4 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Set out drinks
2 people
Place waste stations
2 people
Set up signage
2 people
Conduct a safety check
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Staff the info desk
2 people
Staff the cash register
2 people
Serve catering
4 people
Refill drinks
2 people
Refill snacks
2 people
Keep tables clean
2 people
Empty trash
2 people
Support exhibitors
2 people
Turn on lighting
2 people
Announce final sales round
See visitors out
3 people
Close the register
2 people
Check out exhibitors
3 people

Aftercare

Dismantle stalls
6 people
Take down party tents
6 people
Load materials
5 people
Collect waste
4 people
Clean the grounds
4 people
Lock up the venue
2 people
Wash dishes
3 people
Empty coolers
2 people
Clean materials
3 people
Store materials
3 people
Return borrowed items
2 people
Process leftover groceries
2 people
Sort invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Folding chairsqty 60
Bar stoolsqty 8
Foldable tablesqty 4
Crowd control barriersqty 8
High tablesqty 6
Storage cabinetsqty 2
Clothes racksqty 4
Mirrorsqty 2

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Card machine
Hand megaphone
Label printer
Toolboxesqty 3
Hand trucksqty 2
Cable matsqty 8
Fire extinguishersqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Charging stationsqty 2
First aid kitsqty 2
Safety vestsqty 12
Pocket umbrellasqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 18
Welcome sign
Directional signsqty 8
Name badge holdersqty 20
Chalkboardsqty 12
Chalk markersqty 12
Printer paperqty 2
Tapeqty 8
Duct tapeqty 6
Cable tiesqty 200
Ropeqty 4
Scissorsqty 8
Staplerqty 4
Staplesqty 4
Name stickersqty 150
A4 clipboardsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving tongsqty 8
Pouring jugsqty 6
Coffee spoonsqty 80
Bowlsqty 16
Cutlery traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 6
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 6
Thermos flasksqty 6

Catering

Groceries
Serving traysqty 8
Food warmersqty 4
Refrigerated display casesqty 2
Thermos cupsqty 100
Water jugsqty 8
Drink dispensersqty 4
Bottle openersqty 6
Corkscrewsqty 4
Ice packsqty 24
Price listsqty 20
Menu boardsqty 6
Allergen cardsqty 12
Cash drawersqty 2
Cash box
Receipt bookletsqty 6
Pen setsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Work glovesqty 12
Hand sanitizerqty 8
Toilet brushesqty 2
Toilet matsqty 4

Tips

Confirm the date and location before opening registrations. Apply for permits and check insurance early, because approval or policy questions can delay vendor and exhibitor confirmations by several weeks.
Set a registration deadline at least 7 days before the fair. Use the final list to confirm pitches, collect dietary requirements and create an exhibitor information sheet with arrival and setup details.
Plan the booth layout before assigning pitches. Include clear routes, crowd control barriers where needed, power access for coffee machines and kettles, and enough room around tables and folding chairs.
Recruit volunteers no later than 2 weeks before the event and publish the schedule at least 3 days in advance. Assign separate people to registration, wayfinding, vendor support and cash or card payments.
Do the shopping after reservations and expected attendance are checked. Chill drinks several hours before opening, sort tableware, test the card machine and label printer, and place directional signs before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a club fair?: Start planning at least 6 to 8 weeks ahead. Confirm the date and location first, then allow time for permits, insurance, registrations, exhibitor pitches and volunteer recruitment.
When should club fair exhibitors register?: Set the registration deadline about 7 days before the fair. That gives you time to process registrations, confirm pitches, prepare the booth layout and print the exhibitor contact list.
How many volunteers do I need for a club fair?: Plan separate cover for registration, directions, vendor support and payments, then add one backup per busy shift. Publish the volunteer schedule at least 3 days before the event so replacements can be found in time.
When should I set up a club fair?: Prepare signs, tables, stalls, power strips and lighting before exhibitors arrive. Complete the main setup at least 2 hours before opening, and chill drinks and test payment equipment several hours earlier.

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.