Craft fair checklist: what to organise and when

A craft fair depends on more than inviting makers and putting out tables. You need confirmed exhibitor terms, a workable booth layout, workshop bookings, visitor information and a tested payment setup. Start with the date and venue, then build the exhibitor list before planning the floor layout and programme. In the final week, print signs and programmes, prepare badges and folders, check power and lighting, and send clear setup, parking and map instructions to every participant.

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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
Set participant terms
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update the exhibitor list
Draw the booth layout
2 people
Schedule workshops
2 people
Confirm workshop leaders
Confirm reservations
Confirm supplier agreements
Send map to participants
Send the setup instructions
Send parking information
Order workshop materials
2 people
Hang promotional posters
2 people
Post on social media
Prepare name badges
2 people
Assemble participant folders
2 people
Print programs
Print route signs
Prepare cash drawer
Arrange change
Test card reader
Check the lighting
2 people
Check tools
2 people
Sort Workshop Kits
2 people
Do the shopping
2 people
Chill drinks
2 people

Event

Open venue
2 people
Set up the reception desk
2 people
Set up tables
4 people
Set up chairs
3 people
Welcome exhibitors
3 people
Assign stand locations
2 people
Register exhibitors
2 people
Hang up decorations
3 people
Place route signs
2 people
Set up workshop rooms
3 people
Lay out workshop materials
2 people
Set up coffee station
2 people
Staff the info desk
2 people
Welcome visitors
3 people
Explain the Program
2 people
Collect admission
2 people
Direct visitors to workshops
2 people
Lead the workshops
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Register lost and found items
Wave goodbye to visitors
2 people
Close the register
2 people
Check out exhibitors
2 people
Guide stallholders during unloading
3 people

Aftercare

Take down tables and chairs
4 people
Collect workshop materials
2 people
Remove decorations
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries
Handle lost and found

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 4
Folding chairsqty 20
Party tentsqty 4
Tableclothsqty 30
Stoolsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Laptopsqty 2
Printers
Handheld microphonesqty 2
Speakersqty 2

Lighting

LED lampsqty 10
String lightsqty 6

Decorations

Trade fair bannersqty 4
Flagsqty 12
Decorative plantsqty 12
Photo wallsqty 2
Table décorqty 30

Kitchen

Cutting boardsqty 4
Knivesqty 4
Small bowlsqty 12
Thermos flasksqty 6
Water jugsqty 6
Ice cube traysqty 4
Serving tongsqty 6
Cooler cratesqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Cleaning clothsqty 30
Waste binsqty 12
Trash bag holdersqty 12

Creative materials

Cutting matsqty 20
Scissorsqty 30
Glue gunsqty 10
Measuring tapesqty 20
Pencilsqty 40
Fabric markersqty 40
Craft Needlesqty 40
Knitting needlesqty 20
Crochet hooksqty 20
Floor matsqty 20
Storage boxesqty 20
Cotton yarnqty 40
Fabric scrapsqty 10
Bead mixesqty 20
Ribbon rollsqty 20
Mixed nutsqty 10
Felt sheetsqty 100
Painting canvasesqty 30
Acrylic paint setsqty 10
Brush setsqty 10
Protective apronsqty 20

Signage

Wayfinding signsqty 12
Stand number signsqty 30
Program standsqty 4
Chalkboardsqty 6

Office supplies

Name badgesqty 100
Pensqty 30
Rolls of tapeqty 12
Writing boardsqty 6
Clipboardsqty 10
Staplersqty 4
Marker pensqty 20
Cash drawersqty 2
Cash boxesqty 2
Wristbandsqty 200
Wristband cuttersqty 2

Catering

Groceries

Tips

Set the exhibitor deadline early enough to draw the booth layout after registrations are processed. Keep the list updated when spaces, workshops or dietary requirements change.
Confirm workshop leaders and reservations before ordering materials. This prevents buying supplies for cancelled sessions or leaving a popular workshop without enough places.
Send participants the map, setup instructions and parking information several days before the fair, not on the morning itself. Include arrival times and the location of their assigned booth.
Test every card machine, laptop, printer and extension lead before doors open. Prepare a cash drawer and enough change as a backup for visitors who cannot pay by card.
Walk through the venue the day before with the equipment list: tables, chairs, racks, lighting, signs, cups and serving equipment are easy to overlook when suppliers arrive separately. Check that cables do not cross visitor routes.

Frequently asked questions

How far in advance should I organise a craft fair?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then allow several weeks to invite exhibitors, process registrations and schedule workshops.
When should craft fair exhibitors receive setup instructions?: Send the setup instructions, venue map and parking information at least 3 to 5 days before the fair. This gives exhibitors time to plan transport, unloading and their display.
How many craft fair tables do I need?: Use the confirmed exhibitor list and booth layout to calculate the number of tables, rather than estimating from attendance. Add 1 or 2 spare tables if the venue and storage space allow it.
When should I test card readers and prepare cash?: Test card readers, power strips and extension cords at least 24 hours before opening. Prepare the cash drawer and change the day before, then check the float again before visitors arrive.

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