Coin Fair Planning Checklist

A coin fair needs more than tables and invitations. You must coordinate exhibitors, visitor registrations, booth numbers, lighting, payment equipment, and the practical details that make browsing and trading easy. Start with the venue and exhibitor list, then confirm attendance before finalizing the layout and catering quantities. In the final week, prepare badges, signage, coin trays, magnifying glasses, scales, change, and the entrance desks so setup can run on schedule.

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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 the venue and hall
Invite exhibitors
2 people
Send visitor invitations
2 people
Process registrations
Confirm exhibitors
Finalize booth layout
2 people
Publish visitor information
Collect dietary requirements
Determine catering quantities
Order drinks and groceries
Reserve tables and chairs
Prepare signage
2 people
Print exhibitor list
Prepare visitor badges
Do the shopping
2 people
Check coin bins
2 people
Prepare cash change

Event

Open venue
2 people
Receive deliveries
2 people
Check the Venue
2 people
Set up tables and chairs
6 people
Apply stand numbers
2 people
Welcome exhibitors
3 people
Guide exhibitors to tables
3 people
Install coin lighting
2 people
Set out coin trays and magnifying glasses
3 people
Set up coffee station
2 people
Chill drinks
2 people
Set up information table
2 people
Set up the registration desk
2 people
Hang up signage
2 people
Conduct a safety check
2 people
Brief the reception team
4 people
Brief exhibitors
2 people
Staff the entrance and registration
3 people
Provide information to visitors
2 people
Assist at the coin exchange
3 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Inform last visitors
2 people
Have exhibitors take down their stands
4 people
Collect lost and found items

Aftercare

Close the register
2 people
Dismantle tables and chairs
5 people
Pack coin materials
4 people
Wash dishes
2 people
Clean the room
4 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed materials
2 people
Handle lost and found
Inform exhibitors about checkout

What to bring

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

Furniture

Tablesqty 32
Chairsqty 70
Entrance desk
Information desk
Stoolsqty 6

Equipment

Cash register
Payment terminal
Extension cordsqty 8
Power stripsqty 8
Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2

Lighting

Desk lampsqty 24
LED lightsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 4
Pliersqty 6
Cutting boardsqty 2
Knivesqty 4

Market materials

Coin traysqty 36
Mint capsulesqty 300
Coin sleevesqty 300
Magnifying glassesqty 30
Mint scalesqty 6
Price tagsqty 500
Booth numbersqty 36
Presentation traysqty 48
Storage casesqty 12
Glovesqty 40

Registration

Visitor badgesqty 250
Badge holdersqty 250
Clipboardsqty 6
Pensqty 30
Admission ticketsqty 300
Cashbook
Cash drawer
Change

Decorations

Trade show bannerqty 2
Directional signsqty 12
Tableclothsqty 32
Name badgesqty 40

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Book the venue and hall before inviting exhibitors, then set a clear registration deadline. Confirm exhibitors after that deadline so the booth layout reflects actual attendance rather than provisional interest.
Finalize the table plan before printing stand numbers and the exhibitor list. Leave enough room for chairs, stools, visitor movement, power strips, and extension cords around coin displays and desk lamps.
Count catering separately for exhibitors and visitors. Collect dietary requirements before ordering, and arrange drinks, coffee machines, kettles, cups, glasses, plates, cutlery, and serving equipment several days before the fair.
Prepare the trading area as well as the welcome area. Check coin trays, mint capsules, coin sleeves, magnifying glasses, mint scales, the cash register, payment terminal, and cash change before doors open.
Schedule venue access with deliveries and setup in mind. Open early enough to check the hall, receive deliveries, place tables and chairs, apply stand numbers, install coin lighting, and guide exhibitors to their assigned tables before visitors arrive.

Frequently asked questions

How far in advance should I organize a coin fair?: Start at least 8 to 12 weeks ahead if exhibitors need invitations and visitor registrations. Reserve the venue first, then allow time to confirm exhibitors, publish visitor information, and order supplies.
When should I finalize the coin fair booth layout?: Finalize it after the exhibitor confirmation deadline, usually 7 to 14 days before the fair. Print stand numbers and the exhibitor list only after the layout and table count are fixed.
How much catering should I order for a coin fair?: Calculate quantities separately for exhibitors, staff, and visitors, using the registration numbers as your base. Confirm dietary requirements at least 7 days before the event, then order drinks and groceries with a small buffer for walk-ins.
What should I prepare on the morning of a coin fair?: Allow at least 2 to 3 hours for venue checks, deliveries, table and chair setup, signage, lighting, payment equipment, and exhibitor welcome. Keep the entrance and information desks ready before exhibitors begin unloading.

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.