Comic fair checklist: what to arrange and when

A comic fair involves more than booking a venue and inviting exhibitors. You need a workable floor plan, confirmed authors and illustrators, reliable ticket and payment systems, and a clear setup schedule. Start exhibitor outreach early, then open ticket sales only after prices and the program are ready. In the final week, check reservations, print registration lists and badges, test every device, and confirm that all furniture and supplies can reach the venue on time.

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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
Create the trade show floor plan
2 people
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Send exhibitor information
2 people
Collect dietary requirements
Order print materials
Set admission prices
2 people
Open online ticket sales
Check reservations
Publish the program
Schedule volunteers
2 people
Confirm authors and illustrators
2 people
Check the shopping list
Book catering
Test the equipment
2 people
Test payment terminals
2 people
Prepare badge cards
2 people
Print registration lists
Lay out cash
Do the shopping
2 people
Bring materials to the venue
3 people
Check the venue
2 people
Mark the hall floor
2 people
Set up tables for exhibitors
4 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the authors’ area
3 people
Set up the merchandise area
2 people
Set up the catering area
2 people
Hang up decorations
2 people
Put up route signs
2 people
Hang up program and prize posters
2 people
Set up the cloakroom
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Welcome exhibitors
3 people
Assign stand locations
3 people
Welcome authors
2 people
Briefing for entrance staff
4 people
Brief exhibitors
2 people

Event

Open the cash register and card desk
2 people
Welcome visitors
3 people
Check tickets
3 people
Hand out wristbands
2 people
Manage the cloakroom
2 people
Support authors
Support exhibitors
2 people
Announce the program
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Walk the booths
2 people
Announce final program
See visitors out
3 people

Aftercare

Close the register
2 people
Let exhibitors unload
3 people
Finish coat check
2 people
Take down tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Register lost and found items
Pack unsold items
2 people
Check out exhibitors
2 people

What to bring

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

Furniture

Exhibition tablesqty 40
Chairsqty 90
Registration tablesqty 3
Bar stoolsqty 6
Tableclothsqty 45
Coat racksqty 3
Clothes hangersqty 250
Bollardsqty 12
Barrier tapeqty 4

Equipment

Laptopsqty 3
Tabletsqty 3
Card machinesqty 3
Cash drawersqty 2
Barcode scannersqty 2
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 8
Portable speakersqty 2
Microphone
Power banksqty 4
Hand trucksqty 2
Tool casesqty 2
Tape dispensersqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Kettlesqty 3
Coffee machinesqty 3
Cutting boardsqty 4
Bread knivesqty 3
Kitchen spoonsqty 4

Decorations

Cartoon character postersqty 20
Buntingqty 10
Balloonsqty 100
Photo backdrop
Balloon pumpqty 2
Table signsqty 45
Chalkboardsqty 8
Chalk markersqty 12
Directional signsqty 30
Information boardsqty 12
Exhibitor signsqty 45
Name badgesqty 100
Lanyardsqty 100

Lighting

LED light stringsqty 8
LED lampsqty 10
Batteriesqty 24

Catering

Groceries

Paper goods

Admission ticketsqty 500
Program flyersqty 500
Exhibitor listsqty 100
Floor plansqty 500
Feedback formsqty 150
Notepadsqty 12
Pensqty 30
Pencilsqty 20
Permanent markersqty 20
A4 foldersqty 10
Envelopesqty 100
Adhesive badgesqty 200
Wristbandsqty 500
Receipt rollsqty 12
Staplersqty 4
Staplesqty 8
Paper Scissorsqty 6
Poster puttyqty 12
Duct tapeqty 8
Clear tapeqty 8

Cleaning

Waste binsqty 12
Trash bin labelsqty 36
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Floor squeegeesqty 2
Cleaning cart
Toilet brushesqty 4

Safety

Flashlightsqty 4
Safety vestsqty 10
Work glovesqty 8
Cable matsqty 12
Non-slip matsqty 8
First aid kitsqty 2
Emergency exit signsqty 8
Fire blanketsqty 2

Store away

Plastic storage binsqty 12
Cash boxesqty 2
Document traysqty 6
Transport boxesqty 20
Luggage tagsqty 300

Tips

Create the exhibition floor plan before confirming every table assignment. Include registration tables, exhibitor tables, chairs, coat racks and clear routes for visitors, and leave space around any author or illustrator sessions.
Contact exhibitors early and send practical information as soon as they are confirmed. Give them arrival times, table details, payment arrangements and any equipment they must bring themselves.
Open online ticket sales only after admission prices, the program and the registration process are settled. Check reservations during the final week so you can prepare enough badge cards and printed registration lists.
Test payment terminals, barcode scanners, laptops and tablets at the venue before doors open. Bring charging cables, extension cords, power strips and power banks; a device that worked at the office may still fail on site.
Do the final shopping and venue check before loading the hand trucks. Count tableware, serving platters, tongs, coffee cups and reusable glasses, then confirm catering quantities against the collected dietary requirements.

Frequently asked questions

How far in advance should I organize a comic fair?: Start contacting exhibitors and confirming the date and venue at least 8 to 12 weeks before the fair. Use the final 2 weeks for ticket checks, printing, equipment tests and the detailed setup plan.
When should comic fair ticket sales open?: Open online ticket sales once admission prices, the registration process and the first version of the program are ready, usually 4 to 8 weeks before the event. Review reservations at least 7 days before opening.
How many volunteers do I need for a comic fair?: Plan at least 1 volunteer for registration, 1 for floor support and 1 for speaker or program support for each active area. Add extra coverage during arrival and closing, when queues, payments and moving materials overlap.
What should I test the day before a comic fair?: Test every card machine, barcode scanner, laptop, tablet, microphone and speaker, and charge all power banks. Complete this check 1 day before the fair, then repeat a quick payment and sound check 60 minutes before opening.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.