Collectors’ fair checklist: what to arrange and when
A collectors’ fair needs more than tables and exhibitors. You must coordinate registrations, stand numbers, visitor flow, catering, payments and the room setup before the doors open. Start with the date and location, then build the exhibitor list and registration process before ordering food or printing materials. Use this checklist to keep the practical details—such as chilled drinks, cash for change and tested card machines—from becoming last-minute problems.
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
Plan the room layout
2 people
Arrange tables for exhibitors
2 people
Invite exhibitors
Prepare visitor invitation
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update the exhibitor list
Make reservations
Calculate catering quantities
Prepare name badges
2 people
Design route signs
Print floor plan
Print stand numbers
Count wristbands and admission tickets
Get cash for change
Do the shopping
2 people
Check refrigerated products
Chill drinks
2 people
Collect materials
2 people
Test the cash register and card terminal
2 people
Prepare signage
Event
Open hall
2 people
Set up the entrance and reception desk
3 people
Set up tables and chairs
5 people
Place booth numbers
2 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Have the exhibition tables set up
2 people
Hang up decorations
2 people
Put up route signs
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Test sound system
2 people
Check the lighting
2 people
Stock the entrance desk
2 people
Brief volunteers
2 people
Conduct final safety check
2 people
Welcome visitors
4 people
Collect entrance fees
2 people
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check tables and aisles
2 people
Empty trash bins
2 people
Check toilets
Close the cash register temporarily
2 people
Announce the last visitors
See exhibitors off
3 people
Aftercare
Close the till for good
2 people
Clear the exhibition tables
4 people
Put furniture back
5 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
2 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Hand over the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 30
- Chairsqty 45
- Bar stoolsqty 6
- Entrance desk
- Foldable tablesqty 4
- High tablesqty 4
- Tableclothsqty 30
- Clothes racksqty 4
Tableware
- Coffee cupsqty 60
- Glassesqty 100
- Platesqty 100
- Knivesqty 100
- Forksqty 100
- Teaspoonsqty 60
- Serving plattersqty 12
- Serving tongsqty 8
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Refrigeratorsqty 2
- Card machinesqty 2
- Cash registersqty 2
- Extension cordsqty 6
- Power stripsqty 8
- Speakersqty 2
- Microphonesqty 2
Decorations
- Buntingqty 6
- Balloonsqty 100
- Sticky tackqty 4
- Wayfinding signsqty 12
- Stand number signsqty 30
- Name badgesqty 60
- Badge holdersqty 60
- Table decorationsqty 12
Lighting
- LED lampsqty 12
- String lightsqty 6
- Night lightsqty 4
- Batteriesqty 24
Kitchen
- Cutting boardsqty 4
- Bread knivesqty 2
- Chef's knivesqty 2
- Scissorsqty 4
- Thermos flasksqty 6
- Measuring cupsqty 2
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broom setsqty 2
- Cleaning cartsqty 2
Catering
- Groceries
Tips
- Set the layout before exhibitors arrive. Mark each stand number on the floor plan and allow clear routes between tables, the entrance desk, refreshments and exits.
- Close exhibitor registrations early enough to update the list and assign tables. Print the final floor plan, stand numbers and route signs only after the list is stable.
- Calculate catering separately for exhibitors and visitors. Check dietary requirements before shopping, then refrigerate products and chill drinks before the hall opens.
- Test payment equipment before opening. Run both the cash register and card terminal, and prepare cash for change rather than waiting until the first visitor needs it.
- Create an opening-day equipment check with a fixed time. Test coffee machines, kettles, coolers, microphones, speakers, extension cords and power strips before placing tables and decorations.
Frequently asked questions
- How far in advance should I invite collectors’ fair exhibitors?
- Send the first invitations at least 6–8 weeks before the fair. Keep the registration form open for a defined period, then update the exhibitor list and allocate stands before printing the final materials.
- When should I finalise the collectors’ fair floor plan?
- Aim to finalise it 7–10 days before the event, once registrations and table requirements are known. Print the floor plan and stand numbers after that point so last-minute changes do not create conflicting information.
- How much catering do I need for a collectors’ fair?
- Calculate quantities from the confirmed visitor and exhibitor numbers, separating food, coffee and cold drinks. Complete the calculation at least 3–5 days beforehand, after collecting dietary requirements and checking what needs refrigeration.
- What should I check on the morning of a collectors’ fair?
- Allow at least 2 hours before opening to arrange tables, chairs, signage and the entrance desk. Use that time to count wristbands and tickets, test payment equipment, collect materials and chill the drinks.
Start this plan in Lizzt
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