Fancy fair checklist: what to arrange and when

A fancy fair needs more than games and a few stalls. Set the date and opening hours first, then build the site plan, confirm suppliers, open registrations and recruit enough volunteers. In the final week, prepare prizes, raffle tickets, signage, food, drinks and payment materials. This checklist covers the planning sequence so practical jobs—such as testing the payment terminal and sorting change—are not left until the doors are about to open.

Use this plan

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
Create site map
2 people
Select games and activities
3 people
Record suppliers and reservations
2 people
Design invitations
2 people
Send invitations
3 people
Open registrations
Recruit volunteers
3 people
Purchase game prizes
2 people
Collect raffle prizes
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Hang promotional posters
3 people
Arrange cash and change
2 people
Test payment terminal
2 people
Write out the game rules
3 people
Print floor plan and signage
2 people
Do the shopping
4 people
Prepare raffle tickets
2 people
Sort gift tables
3 people
Check game materials
3 people
Prepare prizes per game
3 people
Prepare snacks
5 people
Chill drinks
2 people
Prepare cash envelopes
2 people
Set up tables and chairs
6 people
Build party tents
6 people
Set up game stations
6 people
Hang decorations
4 people
Decorate the stage area
3 people
Set up sound equipment
3 people
Set up buffet and drink tables
4 people
Lay out crockery and cutlery
3 people
Set up the cash register and payment point
2 people
Set up the raffle table
2 people
Place name badges and program booklets
2 people
Check and restock toilets
2 people
Check safety and pedestrian routes
2 people
Brief volunteers
4 people

Event

Welcome visitors
4 people
Sell entry tickets and raffle tickets
3 people
Staff game stations
10 people
Hand out game prizes
3 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill buffet regularly
2 people
Check tables and trash bins
2 people
Announce the program
Prepare the lottery drawing
3 people
Award raffle prizes
3 people
Announce the final round
Close the register
2 people
See visitors out
3 people

Aftercare

Store food and drinks safely
3 people
Collect game materials
5 people
Remove decorations
4 people
Sort and remove waste
4 people
Wash dishes and cutlery
4 people
Wipe down tables and chairs
3 people
Sweep and mop rooms
4 people
Take down party tents
6 people
Put furniture back
5 people
Return borrowed materials
2 people
Store leftover items
3 people
Collect lost and found items
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
Folding chairsqty 120
Buffet tablesqty 4
Checkout tablesqty 2
Terrace benchesqty 8
Tableclothsqty 20
Clothes racksqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable glassesqty 240
Cupsqty 120
Knivesqty 160
Forksqty 160
Spoonsqty 160
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Ice spoonsqty 4

Decorations

Balloonsqty 300
Balloon pumpsqty 4
Buntingqty 20
Buntingqty 12
Table decorationsqty 20
Rolls of tapeqty 10
Rolls of binding twineqty 4
Scissor setsqty 4
Markersqty 24
Chalkboardsqty 10

Game materials

Ring toss setsqty 3
Tin can toss setsqty 3
Tug-of-war ropesqty 2
Sjoelbaksqty 2
Bingo cardsqty 200
Bingo cage
Diceqty 20
Playing cardsqty 10
Hoopsqty 12
Beanbagsqty 12
Plastic cups for the gameqty 60
Conesqty 30
Stopwatchesqty 6

Catering

Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Napkin holdersqty 12
Drink dispensersqty 4
Water jugsqty 8
Ice packsqty 24
Candy bagsqty 180
Prize bagsqty 200
Raffle box
Raffle wheel
Raffle ticketsqty 1000
Prize tablesqty 3

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Waste binsqty 12

Lighting

Light hosesqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Groceries

Groceries

Tips

Set the site layout before ordering or borrowing furniture. Mark the entrances, checkout tables, game areas, buffet tables, raffle and gift tables, then check that guests can move between them without blocking queues.
Give registrations a clear closing date, ideally 7 days before the fair. Use the final list to confirm attendance, collect dietary requirements and estimate food, drinks, seating and volunteer cover.
Prepare one labelled prize box per game at least 2 days ahead. Keep raffle prizes and game prizes separate, and write out the rules so volunteers can explain each activity consistently.
Count cash and prepare envelopes before opening day, then test the payment terminal and arrange change. Keep a written record of who holds each envelope instead of leaving cash loose at a checkout table.
Finish the physical setup the day before whenever possible: check tables, chairs, tents, coolers, extension cords, rechargeable lamps and game materials. Chill drinks and prepare snacks close to opening time, not during guest arrival.

Frequently asked questions

How far in advance should I start planning a fancy fair?: Start at least 8 weeks before the fair. Use the first 2 weeks for the date, site map, activities, suppliers and invitations; leave the final 7 days for registrations, shopping and preparation.
How many volunteers do I need for a fancy fair?: Plan for at least 1 volunteer per active game or stall, plus 2 people for the checkout and 1 person coordinating breaks and problems. Add a reserve of about 10% if the fair runs for several hours.
When should I send fancy fair invitations?: Send invitations 4 to 6 weeks before the event and keep registrations open for about 3 weeks. Close registration 7 days beforehand so you can confirm dietary requirements and prepare realistic quantities.
When should I prepare prizes and raffle tickets?: Sort and label game prizes 2 days before the fair, and prepare raffle tickets at the same time. Keep a final check for the morning of the event to confirm every game has its rules, materials and prize box.

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.