Craft fair checklist: what to organise and when

A craft fair runs smoothly when exhibitor details, stall assignments and workshop bookings are settled before the doors open. Start by setting the date and opening hours, then build the exhibitor list, publish registration details and confirm every participant. In the final week, prepare the floor plan, signage, name badges, craft kits and refreshments. On the day, allow time to open the venue, unload furniture, mark out pitches and test card machines, coffee equipment and extension cords before visitors arrive.

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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
Compile exhibitor list
2 people
Assign stalls
2 people
Publish registration form
Send invitations
2 people
Announce the fair online
Process registrations
2 people
Collect dietary requirements
Process workshop registrations
2 people
Draw up workshop schedule
2 people
Confirm exhibitors
2 people
Place supplier orders
Print floor plan
Prepare name badges
2 people
Create signage
2 people
Collect workshop materials
2 people
Check stock and groceries
2 people
Do the shopping
2 people
Assemble craft kits
3 people
Set out exhibition materials
3 people
Set out coffee and tea
2 people
Open venue
2 people
Unload tables and chairs
4 people
Set out pitches
3 people
Set up tables and chairs
4 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Hang up stand numbers
2 people
Hang up decorations
3 people
Set up workshop tables
3 people
Distribute craft materials
2 people
Set up the information desk
2 people
Mark the entrance and queue
2 people
Set up the cloakroom
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test the cash register and card terminal
2 people
Conduct a safety check
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Check entrance and tickets
3 people
Inform visitors
2 people
Manage the cloakroom
2 people
Lead the workshops
3 people
Register workshop participants
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock crockery and glasses
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Take photos
Support exhibitors
2 people
Announce the last visitors
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Dismantle booth materials
4 people
Collect workshop materials
2 people
Remove decorations
3 people
Clear the cloakroom
2 people
Wash dishes
2 people
Empty the coolers
2 people
Collect waste
3 people
Clean the venue
3 people
Store materials dry
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost property
Send follow-up messages to exhibitors
Publish visitor photos

What to bring

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

Furniture

Exhibition tablesqty 24
Workshop tablesqty 6
Chairsqty 70
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 100
Waste binsqty 10
Foldable tablesqty 4

Tableware

Reusable coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pitcherqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Card machinesqty 3
Cash registersqty 2
Extension cordsqty 8
Power stripsqty 12
Laptop
Printer
Camera
Mobile phoneqty 2
Display racksqty 20
Clothes racksqty 6
Mirrorsqty 4
Cutting matsqty 12
Glue gunsqty 8
Extension cordsqty 10
Hand tool setqty 3
Step laddersqty 2
Cable tiesqty 200
Duct tapeqty 6
Scissor setsqty 8
Staplersqty 4
Cable tiesqty 100

Lighting

LED string lightsqty 8
Standing lampsqty 6
Battery lanternsqty 6

Decorations

Tableclothsqty 30
Decorative buntingqty 8
Flower arrangementsqty 10
Decorative basketsqty 12
Photo backdrop
Chalkboardsqty 8
Table signsqty 30

Kitchen

Thermos flasksqty 6
Small bowlsqty 12
Pliersqty 6
Knivesqty 6
Cutting boardsqty 4
Storage boxesqty 20
Ice packsqty 20
Washing-up tubsqty 3

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 2 weeks before the fair. You need time to process applications, assign stalls, collect dietary requirements and confirm exhibitors.
Create the floor plan before printing signs and name badges. Mark exhibition tables, workshop tables, chairs, bar stools, coat racks, waste bins and power points so setup does not rely on guesswork.
Schedule workshops in fixed time blocks and close workshop registration at least 7 days before the event. Prepare one craft kit per attendee, plus a small number of spares.
Check drinks, tableware and groceries 2 to 3 days beforehand. Count reusable coffee cups, glasses, plates, cutlery, serving trays, pitchers, coffee machines, kettles and coolers rather than assuming the venue has enough.
Arrive at least 2 hours before opening for furniture and pitch setup. Test card machines and cash registers, connect extension cords and power strips safely, and switch on lighting before exhibitors begin unloading.

Frequently asked questions

How far in advance should I organise a craft fair?: Start at least 8 to 12 weeks ahead if you need exhibitors, workshops and supplier orders. Set the date and opening hours first, then allow 2 weeks for registrations and another 1 to 2 weeks to finalise stalls, workshops and signage.
How many craft fair exhibitors do I need?: The number depends on your venue and stall size, but assign every exhibitor a defined pitch before confirming them. Finish the stall plan at least 7 days before opening so tables, chairs, tablecloths and power access can be checked against it.
When should craft fair registrations close?: Close exhibitor registrations about 2 weeks before the fair and workshop registrations about 7 days before it. This leaves enough time to confirm exhibitors, collect dietary requirements, draw up the workshop schedule and assemble craft kits.
What should I prepare the day before a craft fair?: Prepare the printed floor plan, name badges, signage, workshop materials and craft kits the day before. Also check stock and groceries, charge the laptop and mobile phone, and group equipment such as card machines, extension cords and lighting for quick setup.

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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.