Comic Fair Checklist and Planning Guide

A comic fair needs more than confirmed exhibitors and a room full of tables. You also need a clear booth layout, a reliable registration and payment setup, readable signs, and enough time to prepare the venue before visitors arrive. This checklist puts the work in a practical order, from booking the venue and opening registrations to setting up the entrance desk, coffee station and exhibitor areas. Use it to spot the details that are easy to leave until the last minute.

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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 venue
Record date and times
Contact exhibitors
2 people
Process registrations
Confirm exhibitors
Create booth layout
2 people
Send invitations
2 people
Open visitor registration
Collect dietary requirements
Distribute promotional poster
2 people
Determine the admission payment method
Prepare admission fees
Print exhibitor list
Make name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Check materials
2 people
Open venue
2 people
Clear the hall floor
4 people
Set up tables
4 people
Set up chairs
3 people
Place booth numbers
2 people
Set up the registration desk
2 people
Set up coffee station
2 people
Hang up decorations
2 people
Set up signage
2 people

Event

Welcome exhibitors
3 people
Hand out badges to exhibitors
Staff the entrance desk
2 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Inform exhibitors about closing
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
See exhibitors off
2 people
Take down tables and chairs
4 people
Remove decorations
2 people
Wash dishes
2 people
Clean the room
4 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Entrance desk
Stoolsqty 6
Coat racksqty 2

Equipment

Card machinesqty 2
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 8
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Laptopsqty 2
Label printers

Lighting

LED lampsqty 8

Decorations

Cartoon character postersqty 12
Buntingqty 6
Balloonsqty 100
Stand number signsqty 30
Name badgesqty 80
Directional signsqty 10
Notice boardsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 6
Ice packsqty 12

Cleaning

Waste binsqty 8
Floor squeegeesqty 2
Bucketsqty 4
Vacuum cleanersqty 2
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm exhibitors before finalising the booth layout, then print the exhibitor list and booth number signs once the arrangement is stable. Leave enough space for visitor flow, chairs and power cables.
Open visitor registration early and decide on card, cash or both at least several days before the fair. Test card machines, cash boxes, laptops and label printers before event day rather than at the entrance.
Collect dietary requirements with registrations and shop for refreshments before the final setup day. Chill drinks in advance, and prepare coffee machines, kettles, thermos flasks, reusable cups and water jugs where staff can reach them quickly.
Set up the venue in a fixed order: clear the hall floor, place tables and chairs, mark booths, then build the registration and coffee stations. Allow at least 2 hours before opening for furniture, signs, decorations and equipment checks.
Walk through the fair as a first-time visitor before opening. Check directional signs, stand numbers, name badges, coat racks, extension cords, power strips and LED lamps from the entrance to the last booth.

Frequently asked questions

How far in advance should I organise a comic fair?: Start booking the venue and contacting exhibitors at least 8 to 12 weeks before the fair. Open visitor registration once the date, times and admission method are confirmed, ideally 4 to 6 weeks ahead.
How long does comic fair setup take?: Allow at least 2 hours for a small fair and 3 to 4 hours if there are many booths or exhibitors. Furniture placement, booth numbering, the registration desk, coffee station, signs and equipment checks take longer than expected.
What should I prepare for comic fair exhibitors?: Prepare a confirmed exhibitor list, booth numbers, name badges, tables, chairs or stools, and any agreed power access. Send the final layout and arrival instructions at least 3 days before the event.
How many payment options should a comic fair offer?: Offer at least one card payment option and a cash backup if possible. Test every card machine and prepare the cash box before opening; keep a written record of the admission fees and who is handling payments.

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.