Fair planning checklist: what to arrange and when

A fair needs more than attractions and food stalls. You need to secure the venue, permits, power, toilets and suppliers early, then coordinate registrations, volunteers, deliveries and safety checks. This checklist follows the work from setting the date through event-day setup. It also covers details that are easy to leave too late, such as dietary requirements, prize tables, chilled drinks, payment terminals and a weather backup plan.

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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 the event date
2 people
Reserve venue
Apply for a permit
Reserve attractions
2 people
Reserve game stations
Reserve power supply
Reserve toilets
Reserve security
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm deliveries
Work out the floor plan
2 people
Check the safety plan
2 people
Check the weather forecast
Do the shopping
3 people
Sort prizes
2 people
Prepare cash registers
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people
Cordon off the area
3 people
Receive attractions
3 people
Have attractions inspected
2 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up game stands
4 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
3 people
Install cash registers
2 people
Set up prize tables
2 people
Set up food stall
4 people
Place drinks at the bar
2 people
Place waste stations
2 people
Check toilets
2 people
Prepare first aid supplies
Check site safety
3 people
Brief volunteers
2 people

Event

Open the doors
2 people
Check the entrance
3 people
Operate the attractions
8 people
Staff Game Stations
6 people
Prepare food
4 people
Serving food
4 people
Serve drinks
3 people
Refill drinks
2 people
Award prizes
2 people
Keep the grounds clean
3 people
Empty trash bins
2 people
Restock toilets
Be the first aid contact
2 people
Operate the music
Close out the registers
2 people
Ensure visitors leave safely
4 people

Aftercare

Take down attractions
3 people
Clean food stall
3 people
Wash dishes
3 people
Clean up the venue
5 people
Dispose of waste
3 people
Remove decorations
3 people
Dismantle furniture
4 people
Remove power supply
2 people
Clean materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Foldable tablesqty 10
Folding chairsqty 60
Beer tablesqty 8
Bar stoolsqty 12
Checkout tablesqty 3
Prize tablesqty 4

Equipment

Refrigeratorsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Gas barbecuesqty 2
Party speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 8
Payment terminalsqty 3
Carnival game setsqty 6
Ring toss setsqty 2
Tin can toss setsqty 2
Duck fishing gamesqty 2
Wheel of fortune
Entrance signsqty 3
Barrier fencesqty 30
Bollardsqty 20
Barrier tapeqty 6
Cable matsqty 12
Cash boxesqty 3
Cash change traysqty 3
Prize couponsqty 500
Game tokensqty 1000

Tableware

Reusable cupsqty 500
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpsqty 3
Fairground signsqty 8
Directional signsqty 12
Tableclothsqty 15
Prize standsqty 4

Lighting

String lightsqty 8
Work lightsqty 4

Cleaning

Waste binsqty 20
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mop setsqty 3
Bucketsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date, venue and permit: allow at least 8–12 weeks for applications and supplier bookings, especially if you need attractions, game stations, toilets, security or a power supply.
Map the site before ordering furniture. Place party tents, checkout tables, prize tables, food areas and queues on the floor plan, then check that extension cords and power strips do not cross walkways.
Set a registration deadline about 7 days before the fair. Use the final list to assign volunteers, collect dietary requirements and estimate drinks, snacks, reusable cups, plates and cutlery.
Confirm every delivery 3–5 days before the event, including attractions, refrigerators, coolers, coffee machines, food warmers and gas barbecues. Ask suppliers for arrival times and a contact number.
Do the final safety and weather check 24 hours before opening. Prepare rechargeable lamps, microphones and payment terminals, and cordon off areas as soon as attractions or equipment arrive.

Frequently asked questions

How far in advance should I plan a fair?: Start 8–12 weeks before the fair. Set the date and reserve the venue first, then apply for permits and book attractions, game stations, toilets, security and power.
When should I send fair invitations?: Send invitations or publish the first promotion 4–6 weeks before the fair. Close registrations around 7 days before the event so you can assign volunteers and collect dietary requirements.
How many volunteers do I need for a fair?: Plan one volunteer per active station or responsibility, plus at least two people for setup and two for general support. Finalise the rota 5–7 days before the fair, after registrations are processed.
When should I check the weather for an outdoor fair?: Check the forecast 7 days before the fair for planning, then again 24 hours and 3 hours before opening. Use the final check to confirm tents, cordoned areas, equipment and any weather-related changes.

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.