Fair planning checklist: what to arrange and when

A fair involves more than booking attractions and inviting visitors. You also need permits, traffic measures, power, toilets, waste collection, insurance and a clear safety plan. Start with the date and site, then work through suppliers, layout, staffing and visitor communication. This checklist helps you see what needs a long lead time and what can wait until the final week, including practical details such as cable reels, reusable tableware, payment points and delivery access.

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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
Apply for event permit
Report traffic measures
Contact fair operators
2 people
Reserve attractions
2 people
Reserve food trucks and stalls
2 people
Record the power supply
Arrange waste collection
Reserve toilet facilities
Check insurance coverage
Prepare safety plan
2 people
Determine evacuation routes
2 people
Arrange first aid staffing
Reserve security
Create a site map
2 people
Inform operators about the site layout
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Arrange delivery of fairground rides
4 people
Have stalls delivered
3 people
Cordon off the area
4 people
Lay out power cables safely
3 people
Hang lighting
3 people
Set up tables and chairs
4 people
Build the stalls
6 people
Inspect attractions technically
4 people
Position fire extinguishers
2 people
Set up the first aid station
2 people
Check toilets
2 people
Set up signage
3 people
Hang up decorations
3 people
Chill drinks
3 people
Prepare snacks
4 people
Set out tableware and cutlery
2 people
Set up cash registers and change
2 people
Brief volunteers
2 people
Carry out the final safety check
3 people

Event

Open the doors and entrance
3 people
Guide the entrance and visitor flow
4 people
Operate the attractions
8 people
Supervise games
4 people
Serve food
5 people
Serve drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Clear tables
3 people
Empty trash bins
3 people
Clean the toilets in between
2 people
Do safety rounds
2 people
Staff the first aid station
2 people
Register lost and found items
Announce the final round
Have visitors leave in an orderly manner
4 people

Aftercare

Safely shut down attractions
4 people
Close out the registers
2 people
Store food and drinks safely
3 people
Wash dishes
3 people
Clear litter from the grounds
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down the stalls
5 people
Take down attractions
4 people
Remove power cables
3 people
Clean the grounds
5 people
Inventory materials
2 people
Return borrowed materials
2 people
Have waste containers collected
Handle lost property

What to bring

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

Furniture

Beer tablesqty 12
Benchesqty 24
High tablesqty 8
Folding chairsqty 40
Market stallsqty 8
Party tentsqty 4
Cash register tablesqty 3

Equipment

Fair attractionsqty 3
Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 10
Cable reelsqty 6
Power stripsqty 8
Walkie-talkiesqty 8
Card machinesqty 3
Cash registersqty 3
Flashlightsqty 6

Tableware

Reusable cupsqty 400
Reusable wine glassesqty 100
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 100
Serving traysqty 12
Storage cratesqty 20

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Directional signsqty 12
Program boardsqty 4
Name badgesqty 40

Lighting

String lightsqty 10
LED lampsqty 16
Battery lanternsqty 8
Batteriesqty 32

Cleaning

Waste binsqty 16
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Traffic conesqty 20
Fire extinguishersqty 6
First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6

Paper goods

Floor plansqty 500
Wristbandsqty 400
Receipt rollsqty 12
Pensqty 20
Clipboardsqty 8

Catering

Groceries

Tips

Start with the date, location and permit process. Apply for the event permit and report any traffic measures before you commit to attractions, stalls or food trucks.
Create the site map before suppliers arrive. Mark attractions, market stalls, food points, toilets, first aid, evacuation routes, power connections and delivery access so every operator receives the same layout.
Record the available power supply early and match it to refrigerators, coffee machines, food warmers, attractions and lighting. Keep extension cords, cable reels and power strips off visitor routes and protect cable crossings.
Plan drinks and serving equipment by service point, not just by guest count. Check that coolers, reusable cups, plates, cutlery, serving trays, cash registers and card machines are available where they will actually be used.
Assign volunteers to specific shifts and give them a way to communicate. Walkie-talkies, flashlights and a written contact list are easy to overlook until setup, closing or an incident happens after dark.

Frequently asked questions

How far in advance should I organise a fair?: Start at least 3 to 6 months ahead, especially if you need a permit, attractions, food vendors, toilets or security. Confirm the date and location first, then submit applications and reserve suppliers before promoting the fair.
What permits do I need for a fair?: Requirements depend on the local authority, but a public fair commonly needs an event permit and may require traffic measures to be reported. Contact the relevant authority at least 8 to 12 weeks before the event and allow time for safety-plan revisions.
How do I plan power for a fair?: List every powered item, including attractions, refrigerators, coffee machines, food warmers and payment equipment, at least 4 weeks before the fair. Confirm the supply and connection points with the site or operators, then test cables and distribution during setup.
When should I book toilets, waste collection and first aid?: Book toilets, waste collection and first-aid staffing as soon as the date and location are confirmed, preferably 6 to 8 weeks ahead. Finalise quantities and positions using the site map before sending suppliers their delivery instructions.

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.