Collectible fair checklist: what to arrange and when

A collectible fair needs more than tables and exhibitors. You have to confirm the venue, collect registrations, allocate pitches, arrange payments and make the visitor route clear. This checklist helps you work through the 74 planning tasks in a practical order, from the first venue confirmation to the final materials pickup. It also highlights details that are easy to leave until the last week, such as exhibitor information, dietary requirements, cash handling and extension cords.

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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
Create the room layout
2 people
Confirm reservation
Draft participant terms and conditions
2 people
Create registration form
Send invitations
2 people
Publish the fair online
Recruit exhibitors
2 people
Process registrations
2 people
Assign pitch locations
2 people
Send confirmations
Collect dietary requirements
Book catering
Reserve materials
Assign volunteers
2 people
Set admission prices
2 people
Arrange payment methods
Hang promotional posters
2 people
Print floor plan
Print exhibitor list
Prepare name badges
2 people
Make information signs
2 people
Withdraw petty cash
Do the shopping
2 people
Collect materials
3 people
Inform exhibitors
Chill drinks
2 people
Prepare the cash register
2 people
Open venue
2 people
Check rooms
2 people
Unload tables
4 people
Unload chairs
3 people
Set up tables
4 people
Set up chairs
3 people
Lay tablecloths
2 people
Place booth numbers
2 people
Set up the entrance desk
2 people
Set up catering table
2 people
Connect lighting
2 people
Lay out power cables safely
2 people
Set up signage
2 people
Set up information table
2 people
Set out refreshments
2 people
Set out snacks
2 people

Event

Welcome exhibitors
3 people
Register exhibitors
2 people
Welcome visitors
3 people
Collect admission
2 people
Explain the program
Manage the cloakroom
2 people
Staff the information desk
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear buffet
2 people
Empty trash bins
2 people
Check toilets
Keep the route clear
Inform exhibitors about closing
Escort the last visitors
2 people

Aftercare

Close the register
2 people
Collect lost and found items
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Clean up catering
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Turn off lights
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Bar stoolsqty 4
Tableclothsqty 30
Clothing rackqty 2
Storage boxesqty 6

Equipment

Cash register
Payment terminal
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 8
Handheld microphone
Speaker
Pin Board

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 60
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Measuring cupsqty 2
Thermos flasksqty 4
Bottle openersqty 3
Washing-up bowlsqty 2

Decorations

Trade show bannersqty 3
Information boardsqty 6
Booth numbersqty 30
Directional signsqty 10
Name badgesqty 50
Poster puttyqty 4
Tapeqty 6
Scissorsqty 4
Markersqty 12

Lighting

LED lampsqty 8
Lamp Standsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Vacuum cleaner
Waste binsqty 8
Hand spray bottlesqty 4

Catering

Groceries

Tips

Set the venue, date and room layout before recruiting exhibitors. The number and size of tables determine how many pitches you can offer and where aisles, catering and the entrance will fit.
Open exhibitor registration early enough to process applications and send confirmations before the fair. Collect dietary requirements at the same time, rather than chasing them during the final week.
Assign every exhibitor a pitch location and print both a floor plan and exhibitor list before setup. Keep spare storage boxes and a pin board available for last-minute changes and information.
Prepare payment methods for both admission and small purchases. Test the cash register and payment terminal, withdraw petty cash in advance and decide who handles the cash during each shift.
Check power requirements before the day of the fair. Coffee machines, kettles, coolers and speakers may need separate extension cords or power strips, so map the sockets onto the room layout instead of improvising at setup.

Frequently asked questions

How far in advance should I organize a collectible fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow time for registration, exhibitor recruitment, pitch assignments, catering and printed materials.
How many tables do I need for a collectible fair?: Count one table allocation per exhibitor pitch, then add tables for registration, catering and information. Confirm the final number after registrations close and leave room for aisles and visitor movement in the layout.
What should I prepare for collectible fair exhibitors?: Send each exhibitor a confirmation with their pitch location, arrival instructions and participant terms before the event. Print the exhibitor list and prepare name badges and information signs before setup begins.
How much petty cash should I have at a collectible fair?: Choose the amount from your admission price and expected cash payments, then prepare enough small notes and coins for the first few hours. Withdraw it before event day and record every payment in the cash register.

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.