Collectible Fair Checklist

A collectible fair needs more than tables and traders. You need time to confirm the venue, recruit exhibitors, process registrations, publish visitor details and turn the floor plan into numbered stands. Use this checklist from the first booking through opening day. It also covers details that are easy to leave too late, such as change for the cash register, lighting, cable safety, dietary requirements and clear walkways between displays.

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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
Draft the trade fair terms and conditions
2 people
Contact exhibitors
2 people
Send invitations
2 people
Open online registration form
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Make reservations
Publish visitor information
Create the booth layout
2 people
Assign stand numbers
Inform exhibitors
Check the route directions
Do the shopping
2 people
Collect materials
2 people
Prepare cash register and change
2 people
Print exhibitor list

Event

Set up tables and chairs
4 people
Hang up stand numbers
2 people
Clear the walkways
2 people
Connect lighting and power
2 people
Hang up decorations
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
2 people
Set up the registration table
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
2 people
Guide booth setup
3 people
Open the cash register
2 people
Welcome visitors
2 people
Check tickets
2 people
Provide visitor information
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Empty trash bins
2 people
Check the routes
2 people
Inform exhibitors about closing
Close the cash register
2 people
Check out exhibitors
2 people

Aftercare

Take down tables and chairs
4 people
Sort materials
2 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Disconnect lighting and power
2 people
Register lost and found items
Return materials
2 people
Complete payments to vendors
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Tableclothsqty 30
Stoolsqty 4
Transport cartsqty 2

Presentation

Display binsqty 30
Small display casesqty 10
Desk organizersqty 20
Magnifying glassesqty 10
Price sign holdersqty 60

Lighting

LED lampsqty 12
Extension cordsqty 8
Power stripsqty 10
Cable matsqty 8

Equipment

Cash register
Payment terminalqty 2
Walkie-talkiesqty 4
Speakersqty 2
Microphone
Laptop

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Trade show bannersqty 2
Directional signsqty 8
Booth numbersqty 30
Table numbersqty 30

Office

Clipboardsqty 6
Ballpoint pensqty 30
Permanent markersqty 12
Rolls of tapeqty 6
Scissorsqty 4
Name stickersqty 100
Envelopesqty 100
Receipt rollsqty 6

Safety

Bollardsqty 8
Barrier tapeqty 2
Flashlightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date and location before contacting exhibitors, then allow at least 2–3 weeks for invitations, registrations and confirmations. Publish the terms and conditions with the registration form so traders know the arrangements before they commit.
Create the booth layout after you know how many exhibitors are attending. Assign stand numbers before sending the final information, and leave clear walkways rather than filling every available metre with tables.
Confirm power requirements at least 7 days before the fair. Check extension cords, power strips, cable mats and LED lamps together, because display lighting and loose cables are common last-minute problems.
Prepare payments the day before: test the payment terminal, count the cash float and print the exhibitor list. Keep a written backup of stand numbers and contact details in case the laptop or network is unavailable.
Finish the room setup before exhibitors arrive. Put tables, chairs, tablecloths, display equipment and stand signs in place first, then connect lighting, clear packaging from walkways and set up refreshments.

Frequently asked questions

How far in advance should I organise a collectible fair?: Start at least 6–8 weeks before the event. That gives you time to confirm the venue, write the fair terms, contact exhibitors, open registration, promote the fair and process applications without rushing.
How do I make a booth layout for a collectible fair?: Create the layout once you have a reliable exhibitor count, ideally 1–2 weeks before the fair. Mark every table or stand, assign numbers, allow clear walking routes and send the final plan to exhibitors at least 5 days before setup.
What equipment do I need for a collectible fair?: Plan for tables, chairs, display bins or cases, price sign holders, lighting, extension cords, cable mats, a cash register and a payment terminal. Check the required quantities 7 days beforehand and test powered equipment before doors open.
When should I prepare the cash register for a collectible fair?: Prepare it the day before, including the cash float, payment terminal and a backup record of transactions. Recheck the equipment 30–60 minutes before opening so you can fix connection or change problems before visitors arrive.

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.