Collectors' Fair Planning Checklist

A collectors' fair runs smoothly when vendor arrangements, room layout and visitor information are settled before the day itself. Start by confirming the date and venue, then set table numbers, vendor terms and registration deadlines. In the final week, print lists and signs, check equipment and prepare refreshments. This checklist helps you keep track of the details that are easy to leave too late, from payment equipment and parking information to coffee supplies and unloading at the venue.

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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
Determine room layout
2 people
Determine the number of tables
2 people
Draft vendor terms
2 people
Create registration form
Send invitations
2 people
Announce the fair online
Process registrations
Assign tables to vendors
2 people
Send confirmations
Collect dietary requirements
Make reservations
Publish visitor information
Share parking information
Prepare route signs
Make name badges
Create table numbers
Print price lists
Print the registration list
Withdraw petty cash
2 people
Check stock
2 people
Do the shopping
2 people
Prepare coffee and tea
2 people
Bring materials to the venue
4 people
Open venue
2 people
Check the lighting
2 people
Set up tables
5 people
Set up chairs
3 people
Set up the sales counter
2 people
Mark entrance and exit
2 people
Put up route signs
2 people
Place table numbers
2 people
Lay out name badges
Set up the catering table
2 people
Chill drinks
2 people
Connect coffee machines
2 people
Place waste stations
2 people
Check toilets
2 people
Receive vendors
3 people
Direct vendors to tables
2 people
Check the sales tables
3 people
Set up the entrance desk
2 people
Give volunteer briefing
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Collect admission
2 people
Distribute program
2 people
Support vendors
2 people
Do room rounds
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Refill snacks
2 people
Collect waste
2 people
Clean the toilets in between
2 people
Answer vendor questions
2 people
Inform last visitors
2 people
Wrap up sales
2 people
See visitors out
3 people
Check out vendors
3 people

Aftercare

Clear the sales tables
5 people
Fold tables and chairs
5 people
Clean up catering
3 people
Wash dishes
3 people
Dispose of waste
3 people
Clean the room
4 people
Final cleaning of the toilets
2 people
Remove decorations
2 people
Load materials
4 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Archive vendor information

What to bring

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

Furniture

Foldable tablesqty 40
Chairsqty 30
Entrance desk
Stoolsqty 4
Clothes racksqty 4
Tableclothsqty 40
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 80
Platesqty 80
Cake platesqty 80
Teaspoonsqty 80
Pastry forksqty 80

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 8
Extension cordsqty 8
Payment terminalsqty 2
Handheld microphone
Walkie-talkiesqty 4
Flashlightsqty 4
Cash boxesqty 2
Calculatorsqty 2
Laminator
Laminating filmqty 50
Staplersqty 2
Hole punchesqty 2
Paper cutter
Pensqty 30
Markersqty 12
Notepadsqty 6
Clipboardsqty 6
Payment signsqty 4
Receipt rollsqty 10
USB chargersqty 4
Power banksqty 4

Kitchen

Thermos flasksqty 6
Coffee filtersqty 200
Serving plattersqty 8
Serving traysqty 4
Pliersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 4
Bottle openersqty 4

Decorations

Entrance sign
Route signsqty 8
Table numbersqty 40
Name badgesqty 80
Arrow stickersqty 24
Adhesive tapeqty 8
Ropeqty 2
Writing boardsqty 4
Chalk markersqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Groceries
Drink dispensersqty 2
Water jugsqty 6
Cooler cratesqty 4
Serving traysqty 8
Coffee potsqty 4
Milk jugsqty 6
Sugar bowlsqty 4
Drink cratesqty 6

Cleaning

Trash binsqty 8
Waste sorting binsqty 4
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom setsqty 2
Cleaning glovesqty 6

Tips

Set the registration deadline at least 7 days before the fair so you have time to assign tables, send confirmations and print the registration list. Keep dietary requirements with the final attendee information.
Plan the room on paper before bringing in the furniture. Count the foldable tables, chairs, entrance desk and any clothes racks, then leave clear space for visitors to move between rows.
Publish visitor details no later than 3 days before opening. Include the address, parking information, opening hours and route signs so visitors do not have to ask for directions at the entrance.
Check electrical equipment the day before, including coffee machines, kettles, power strips and extension cords. Test payment terminals and keep flashlights and walkie-talkies accessible for setup and closing.
Prepare coffee and tea supplies before loading the venue: cups, glasses, teaspoons, coffee filters, thermos flasks and serving trays. Bring hand trucks for moving tables and equipment, especially if unloading time is limited.

Frequently asked questions

How far in advance should I organise a collectors' fair?: Start planning at least 6 to 8 weeks before the fair. Confirm the date and venue first, then allow time for vendor terms, registration, table assignments and visitor announcements.
When should collectors register for a fair?: Set a registration deadline around 7 days before the event. That gives you enough time to process registrations, assign tables and send confirmations with practical information.
What should I prepare the day before a collectors' fair?: Print the registration list, name badges, table numbers, price lists and route signs. Check stock, test payment terminals and prepare the coffee and tea equipment so setup is not delayed.
How many tables do I need for a collectors' fair?: Calculate the number from confirmed vendors and the agreed table allocation, then add space for the entrance desk and visitor flow. Finalise the layout at least 3 days before the fair so furniture and table numbers can be prepared.

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