Fair planning checklist

A fair needs more than stalls and attractions. You need to secure the site, permits, power, toilets, catering, safety arrangements and operators before you invite visitors. This checklist gives you a practical order for the work, from recording the venue and drawing the floor plan to processing registrations, briefing volunteers and collecting cash. Start with the items that depend on suppliers or official approval, then move on to equipment, food, staffing and the final site check.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Apply for a permit
2 people
Record the venue
2 people
Reserve fairground attractions
2 people
Confirm fairground operators
2 people
Book catering
Arrange music
Reserve security
2 people
Reserve power supply
2 people
Arrange waste collection
Reserve toilets
Check insurance
Prepare safety plan
3 people
Determine evacuation routes
2 people
Draw the floor plan
2 people
Develop the traffic plan
2 people
Locate the first aid station
2 people
Send invitations
3 people
Place publicity
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Inform suppliers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect cash from the register
2 people
Check the weather forecast
Inspect the site
3 people
Place traffic barriers
4 people
Have attractions brought in
4 people
Position attractions
6 people
Have attractions inspected
2 people
Connect power
3 people
Cover cables safely
3 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
4 people
Hang decorations
3 people
Hang lighting
3 people
Set up food stall
4 people
Chill drinks
3 people
Prepare snacks
4 people
Set up coffee station
2 people
Set up the first aid station
2 people
Check toilets
2 people
Place waste stations
3 people
Set up the information desk
2 people
Prepare cash registers
2 people
Brief volunteers
3 people
Carry out a safety check
4 people

Event

Open the doors
4 people
Welcome visitors
4 people
Handle ticket sales
3 people
Operate the attractions
8 people
Staff Game Stations
5 people
Serving food
5 people
Serve drinks
4 people
Serve coffee and tea
2 people
Refill drinks
3 people
Refill snacks
2 people
Collect waste
3 people
Check toilets
2 people
Staff the first aid station
2 people
Patrol the grounds
4 people
Operate the music
Handle announcements
Announce the final round
Close attractions
8 people
See visitors out
4 people

Aftercare

Close out the registers
3 people
Store money safely
2 people
Clear away food and drinks
4 people
Wash dishes
3 people
Dispose of trash bags
4 people
Clean the grounds
6 people
Take down tents
6 people
Gather tables and chairs
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Send attractions off
4 people
Check materials
3 people
Return borrowed materials
2 people
Clean cooling materials
2 people
Remove traffic barriers
4 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 6
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 8
Stoolsqty 20
Clothes racksqty 2

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Contact grillsqty 2
Frying pan cratesqty 2
Payment terminalsqty 3
Sound system
Microphonesqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 10

Lighting

LED lampsqty 12
String lightsqty 8
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 400
Coffee cupsqty 250
Platesqty 250
Bowlsqty 100
Cutlery setsqty 250
Serving plattersqty 20
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 4
Storage binsqty 20
Bottle openersqty 6

Catering

Napkinsqty 1000
Snack cupsqty 500
French fry cupsqty 300
Skewersqty 500
Strawsqty 300
Receipt rollsqty 12

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpqty 2
Tableclothsqty 16
Directional signsqty 12
Information boardsqty 8
Price listsqty 12

Safety

Crowd barriersqty 30
Traffic conesqty 20
Barrier tapeqty 6
Fire extinguishersqty 6
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 6
Floor squeegeesqty 3
Bucketsqty 6
Spongesqty 12
Cleaning glovesqty 12

Information

Cash registersqty 3
Cash boxesqty 3
Walkie-talkiesqty 10
Wristbandsqty 500
Floor plansqty 500
Clipboardsqty 8

Groceries

Groceries

Tips

Start permits, insurance and the safety plan before promoting the fair. Allow at least 6 to 8 weeks for applications, approvals and any changes requested by the authorities.
Record the venue before booking attractions or stalls. Measure access routes, available power points and evacuation paths, then use those details for the floor plan and traffic plan.
Confirm every supplier 7 days before the fair, including attraction operators, caterers, security, toilets, waste collection and the power supply. Ask for arrival times and unloading requirements.
Set a firm registration deadline, ideally 7 days before the event. Use the final list to collect dietary requirements, estimate food and drinks, and assign enough volunteers to entrances, stalls and first aid.
Do a complete equipment and shopping check 1 to 2 days before opening. Test payment terminals, microphones, refrigerators, coffee machines, extension cords, cable reels and lighting instead of discovering a fault on the day.

Frequently asked questions

How far in advance should I organise a fair?: Begin at least 8 to 12 weeks before the fair. Apply for permits, check insurance and reserve attractions, catering, toilets, security and power first; invitations and publicity can follow once the main suppliers are confirmed.
What should I arrange first for a fair?: Start by recording the venue, checking permit and insurance requirements, and preparing the safety plan. Complete the floor plan, traffic plan and evacuation routes before booking the final layout of stalls, attractions and catering.
When should I confirm fair suppliers?: Confirm operators and suppliers twice: once when booking them and again 7 days before the fair. Verify arrival times, access, power needs, setup space and contact details for attractions, catering, toilets, waste collection and security.
How many volunteers do I need for a fair?: Plan at least 1 volunteer for every 25 to 30 expected visitors, then add separate cover for the entrance, first aid point, attractions and cash handling. Finalise assignments 7 days before the event so people know their shifts and responsibilities.

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.