Fancy fair checklist and organising plan

A fancy fair needs more than tables and stalls on the day. You need time to invite exhibitors, process registrations, collect dietary requirements and assign volunteers before you plan the room layout. Price stickers, raffle tickets and signage should be ready before visitors arrive, while drinks, snacks, coffee and tea need a separate setup window. Use this checklist to keep the planning order clear and avoid leaving the entrance, cash boxes or stall details until the last hour.

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

Reserve the room
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
Record stall activities
2 people
Collect raffle prizes
2 people
Make price stickers
2 people
Prepare raffle tickets
2 people
Print signage
Work out table layout
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Open hall
2 people
Set up tables
4 people
Set up chairs
3 people
Set up stalls
6 people
Hang decorations
3 people
Test sound system
2 people
Set up the entrance and box office
2 people

Event

Welcome visitors
3 people
Staff the booths
8 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Sell raffle tickets
2 people
Conduct the lottery draw
2 people
Inform visitors about closing

Aftercare

Close the register
2 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Sort borrowed items
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Market tablesqty 8
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Tableclothsqty 12
Balloonsqty 80
Buntingqty 10
Flower arrangementsqty 8
Price tagsqty 150

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Cash boxesqty 3
Calculatorsqty 3
Price listsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Lighting

LED light stringsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Confirm the room layout before inviting exhibitors, then allow space for market tables, visitor circulation, the entrance and a staffed box office. A simple floor plan prevents stalls, tables and power cables from competing for the same space.
Set a registration deadline several days before the fair. Use the final list to confirm dietary requirements, assign volunteers and prepare a stall plan instead of solving these details during setup.
Prepare pricing and raffle materials in advance: make price stickers, print price lists and signage, and prepare raffle tickets before the hall opens. Keep cash boxes, calculators and tickets together at the entrance.
Plan refreshments as a timed setup, not a last-minute job. Chill drinks before visitors arrive, prepare snacks, and set out coffee, tea, cups, glasses, plates and cutlery only when the serving area is ready.
Give the event-day team separate jobs for opening the hall, setting up tables and chairs, arranging stalls, testing the sound system and welcoming visitors. Keep cleaning equipment available so spills can be dealt with immediately rather than after the fair.

Frequently asked questions

How far in advance should I organise a fancy fair?: Start booking the room and inviting exhibitors at least 6 to 8 weeks before the fair. Set a registration deadline several days before the event so you can finalise stalls, volunteers and dietary requirements.
What should I prepare the day before a fancy fair?: Prepare price stickers, raffle tickets, price lists and printed signage, and check the table layout. You can also group serving equipment, cash boxes, calculators and extension cords so setup takes less time on the day.
How many volunteers do I need for a fancy fair?: Plan at least one person for the entrance or box office, one person coordinating stalls, and one person covering refreshments or general help. Add more volunteers if booths need continuous staffing or the fair has separate setup and serving areas.
When should I set up the refreshments at a fancy fair?: Set up the drinks and serving area during the final 30 to 60 minutes before opening. Chill drinks earlier, then make coffee and tea close to opening so hot drinks are ready when visitors arrive.

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.