Coin Fair Checklist and Planning Guide

A coin fair runs smoothly when exhibitors, visitors and the room are prepared in the right order. Start by fixing the date, opening hours and venue, then build your exhibitor list and process registrations before assigning tables. In the final week, print visitor materials, confirm catering, prepare cash and label coin trays. On the day, allow time to clean the room, set up tables, connect lighting and welcome exhibitors 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

Reserve venue
Set date and opening hours
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Assign table numbers
Confirm exhibitors
Collect dietary requirements
Book catering
Prepare promotion
2 people
Distribute promotion
2 people
Prepare visitor registration
2 people
Print floor plan
Print exhibitor list
Withdraw cash
Do the shopping
2 people
Label coin trays
2 people
Prepare registration materials
2 people
Chill drinks
2 people
Clean the room
3 people
Set up tables
4 people
Set up chairs
3 people
Welcome exhibitors
3 people
Connect lighting
2 people
Mark stalls
2 people
Set up information table
2 people
Set up coffee station
2 people
Hang up signage
2 people

Event

Staff the entrance desk
2 people
Register visitors
2 people
Collect admission
2 people
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Collect waste
Close the entrance desk
2 people
Check out exhibitors
2 people
Unload Exhibitors
3 people

Aftercare

Clear tables and chairs
4 people
Collect coin trays
2 people
Wash dishes
2 people
Clean the room
3 people
Take out the trash
2 people
Switch off equipment
2 people
Dismantle lighting
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Count and secure cash
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Information desk
Clothes racksqty 2
Coin traysqty 30
Glass display casesqty 8
Coin traysqty 40

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Handheld microphone
Portable speaker
Magnifying glassesqty 12
Digital scalesqty 4
Cash register
Cash boxesqty 2
Card machine

Lighting

Desk lampsqty 12
LED lightsqty 12

Decorations

Tableclothsqty 24
Table numbersqty 30
Welcome sign
Signage boardsqty 8
Name badgesqty 60

Kitchen

Thermos flasksqty 6
Serving plattersqty 8
Serving traysqty 6
Pliersqty 6
Waste binsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Cotton glovesqty 12
Tweezersqty 12
Coin sleevesqty 200
Small storage boxesqty 30

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Microfiber clothsqty 12
Work glovesqty 6

Catering

Groceries

Tips

Set the date and opening hours before sending invitations, then give exhibitors a clear registration deadline. Confirm every registered exhibitor again before assigning final table numbers.
Plan the floor layout around tables, the information desk, display cases and visitor flow. Print the floor plan and exhibitor list before the event so late arrivals do not have to wait for instructions.
Prepare coin trays, table numbers, name badges, magnifying glasses and digital scales together. Label the trays before setup, when there is still time to correct missing or duplicated labels.
Check power needs before the day: lighting, coffee machines, kettles and other equipment may need several power strips and extension cords. Connect and test desk lamps, LED lights, the microphone and speaker before exhibitors arrive.
Buy drinks and catering supplies early enough to chill them before opening. Count coffee cups, glasses, plates and cutlery for the expected attendance, and keep thermos flasks ready so service does not depend on one coffee machine.

Frequently asked questions

How far in advance should I organise a coin fair?: Start venue and date planning at least 8 to 12 weeks ahead. Invite exhibitors early, set a registration deadline, and leave the final 7 days for confirmations, printing, shopping and layout checks.
When should exhibitors receive their table numbers?: Assign table numbers after registrations are processed and send the final allocation about 5 to 7 days before the fair. Keep a printed exhibitor list and floor plan at the information desk for changes on the day.
How many tables and chairs do I need for a coin fair?: Count one table position for each confirmed exhibitor, then add space for the information desk, registration and displays. Provide at least one chair per exhibitor unless the layout or exhibitor agreement requires more.
What should I prepare the day before a coin fair?: Clean the room, print visitor materials, label coin trays, prepare registration supplies, chill drinks and check all equipment the day before. Leave only furniture setup, lighting connections and exhibitor welcome for the event morning.

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