Craft fair checklist: what to arrange and when

A craft fair needs more than tables and makers. You need a clear registration process, enough space for each stall, a workable floor plan and practical information for visitors. Start by fixing the date, opening hours and venue, then build the exhibitor list before arranging workshops, catering and signage. This checklist helps you keep those decisions in the right order, including details that are often left until the final week.

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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

Set date and opening hours
2 people
Confirm venue
Compile exhibitor list
2 people
Open the registration form
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Request stall dimensions
Collect workshop offerings
2 people
Process workshop registrations
Book catering
Reserve coffee service
Create floor plan
2 people
Map out power outlets
Check escape routes
2 people
Create parking information
Create the program
2 people
Send exhibitor letter
Print name badges
Prepare price tags
2 people
Print route signs
Check the shopping list
2 people
Do the shopping
2 people
Sort materials per booth
3 people
Open venue
2 people
Check floor and entrance
2 people
Set up tables and chairs
4 people
Set up stall walls
4 people
Lay out tablecloths
3 people
Hang stall numbers
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stalls
2 people
Set up sales tables
6 people
Set up workshop tables
3 people
Set up the entrance and checkout
2 people
Prepare the registration list
Set up coffee station
2 people
Chill drinks
2 people
Hang decorations
3 people
Test audio and microphone
2 people
Check price tags
2 people

Event

Announce the opening
Register visitors
3 people
Collect admission
2 people
Inform visitors
2 people
Support exhibitors
2 people
Announce the workshops
Welcome workshop participants
2 people
Distribute workshop materials
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Communicate schedule changes
Announce the final workshop
Announce closing
Guide visitors to the exit
2 people

Aftercare

Have exhibitors dismantle their booths
4 people
Collect unsold materials
3 people
Close the cash register and payment methods
2 people
Wash dishes
3 people
Clean coffee station
2 people
Collect waste
3 people
Take down tables and chairs
4 people
Take down the stall walls
4 people
Remove decorations
2 people
Clean the venue
4 people
Collect lost and found items
Switch off equipment
2 people
Return materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Inform exhibitors about the follow-up

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Cash desk table
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Changing room screenqty 2

Presentation

Booth panelsqty 20
Mesh panelsqty 16
Display standsqty 12
Book standsqty 10
Lazy Susansqty 12
Booth number holdersqty 24
Notice boardsqty 8
Clipboardsqty 12
Table risersqty 24
Plastic containersqty 30
Storage cratesqty 20
Mirrorsqty 6
Booth lightingqty 20

Textiles

Tableclothsqty 24
Chair coversqty 40
Coat racksqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 60
Water glassesqty 100
Dessert platesqty 100
Cake knivesqty 20
Serving traysqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 8
Cutting knivesqty 4
Serving plattersqty 12

Equipment

Payment terminalsqty 2
Cash register
Cash box
Speakersqty 2
Wireless microphone
Laptop
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 20
Duct tapeqty 6

Tools

Cordless drill driversqty 2
Screwdriver setsqty 2
Hammerqty 2
Measuring tapesqty 3
Cable tiesqty 200

Decorations

Buntingqty 8
Flower arrangementsqty 8
Decorative basketsqty 12
Chalkboardsqty 8
Menu standsqty 6
Directional signsqty 12

Lighting

LED lampsqty 16
Light standsqty 4
Battery lanternsqty 6

Registration

Name badge holdersqty 100
Registration foldersqty 4
Pensqty 30
Wristbandsqty 300

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Vacuum cleaner

Catering

Groceries

Tips

Ask exhibitors for stall dimensions before creating the floor plan. A table, display panels and space behind the stand can require more room than the selling surface alone.
Map power outlets and escape routes before assigning stalls. Do this while drafting the floor plan, not after tables and booth panels have been placed.
Set a firm deadline for registrations and dietary requirements. Allow at least 7 days before the fair to confirm exhibitors and pass final catering numbers to the caterer.
Prepare price tags, name badges, route signs and booth number holders together. Printing them in one batch reduces the chance of missing a small but visible item.
Include visitor details in the event information: opening hours, parking instructions, workshops and registration requirements. Publish the program after workshop places and exhibitor attendance are confirmed.

Frequently asked questions

How early should I start organising a craft fair?: Start at least 8 to 12 weeks before the event. Confirm the venue and opening hours first, then allow time for exhibitor invitations, registrations, the floor plan, workshops and catering.
When should craft fair exhibitor registrations close?: Close registrations around 3 to 4 weeks before the fair. This gives you time to process applications, confirm exhibitors, request stall dimensions and create an accurate floor plan.
How many tables do I need for a craft fair?: The number depends on each exhibitor’s requested stall dimensions, so collect those measurements before ordering or assigning tables. Add at least one separate table for the cash desk and allow room for chairs, storage crates and visitor movement.
When should I book catering for a craft fair?: Book catering and reserve coffee service once you have a reliable attendance estimate, preferably 3 to 4 weeks before the event. Confirm dietary requirements and final quantities at least 7 days beforehand.

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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.