Comic fair checklist: what to arrange and when

A comic fair involves more than inviting exhibitors and putting out tables. You need a confirmed venue schedule, clear exhibitor terms, a booth layout, registration materials, payment equipment and enough time for setup. This checklist helps you work through the planning in order, from booking the venue to marking entrances and checking emergency exits. It also covers details that are easy to leave until the last minute, such as parking information, dietary requirements, cash and printed lists.

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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
Draft participant terms and conditions
Invite exhibitors
2 people
Send audience invitations
2 people
Process registrations
Arrange exhibitor booths
2 people
Create a floor plan of the booths
2 people
Send parking information
Collect dietary requirements
Check the shopping list
Do the shopping
2 people
Get cash float
Print the registration list
Prepare name badges
2 people
Bring materials to the venue
3 people
Mark entrance and exit
2 people
Clear emergency exits
2 people
Set up tables and chairs
4 people
Place booth numbers
2 people
Set up the registration table
2 people
Set up coffee station
2 people
Hang up decorations
2 people
Connect lighting
2 people
Post price lists and rules
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up the register and change
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their stands
3 people
Welcome visitors
3 people
Register entry
2 people
Serve coffee and tea
2 people
Refill drinks
Refill snacks
Empty trash bins
Check toilets
Inform last visitors
2 people

Aftercare

Check out exhibitors
3 people
Close the register
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Wash dishes
2 people
Clean the venue
3 people
Take out the trash
2 people
Return materials
3 people
Return borrowed items
2 people
Sort lost property

What to bring

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

Furniture

Tablesqty 24
Chairsqty 55
Registration desk
Coffee table
Stoolsqty 6
Clothes racksqty 2

Equipment

Cash register
Payment terminal
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4

Lighting

LED lampsqty 6
Light standsqty 3

Decorations

Cartoon character postersqty 12
Buntingqty 8
Balloonsqty 50
Balloon pump
Tableclothsqty 12
Booth numbersqty 24
Directional signsqty 8
Welcome sign
Chalkboardsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Cake platesqty 100
Teaspoonsqty 80
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Serving traysqty 6
Bread basketsqty 3
Pliersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Measuring cupsqty 2

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 3
Paper towel dispensersqty 3

Other

Clipboardsqty 4
Ballpoint pensqty 20
Markersqty 6
Notepadsqty 4
Name badgesqty 60
Wristbandsqty 150
Cash boxesqty 3
Paper cutter
Staplerqty 2
Tape dispensersqty 3
Scissorsqty 4
Measuring tapesqty 3
Cable tiesqty 100
Spare batteriesqty 24
First aid kit

Catering

Groceries

Tips

Set the date and opening hours before inviting exhibitors. Include the exhibitor arrival and setup window, not just the public opening time, so your floor plan and venue access arrangements are realistic.
Create the booth layout after you know how many exhibitors are attending. Number every booth and leave clear routes to the entrance, registration desk and emergency exits; print the plan and booth numbers before setup day.
Prepare registration materials at least one day before the fair. Print the attendee list, make name badges and check that the registration desk has a cash register, payment terminal and charging cables.
Confirm power needs with exhibitors before the event. Count the available outlets, then label extension cords and power strips so lighting, coffee machines and payment equipment do not share an unsafe or overloaded connection.
Buy refreshments only after collecting dietary requirements and checking the final attendee numbers. Set up coffee, cups, plates and teaspoons separately from registration, and keep coolers and supplies accessible for refills during the event.

Frequently asked questions

How far in advance should I organise a comic fair?: Start planning at least 8 to 12 weeks before the event. Book the venue first, then allow several weeks for exhibitor invitations, registrations, terms and conditions, and the booth layout.
How many tables do I need for a comic fair?: Plan at least one table per exhibitor booth, then add tables for registration, coffee service and any shared displays. Confirm the final exhibitor count before ordering furniture and drawing the floor plan.
When should exhibitors receive the comic fair floor plan?: Send the confirmed floor plan and booth numbers at least 7 days before the fair. Include arrival times, parking information, setup rules and any restrictions on power or displays.
What should I prepare on the day before a comic fair?: Print the registration list and name badges, check the shopping list, prepare cash and test the payment terminal at least 24 hours beforehand. Pack signs, booth numbers, extension cords and charging cables so they are ready to bring to the venue.

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.