Fashion fair checklist: organise the day without last-minute gaps

A fashion fair depends on more than confirmed exhibitors and attractive displays. You need a clear registration process, a practical booth layout, changing areas, payment equipment and enough time to check deliveries before visitors arrive. This checklist follows the work from setting the date and contacting exhibitors through setup and opening the venue. Use it to keep participant information, printed materials, refreshments and on-site responsibilities under control.

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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
Draft participant terms and conditions
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
Confirm exhibitors
Collect dietary requirements
Create the booth layout
2 people
Update participant list
Send parking information
Check the purchase list
2 people
Order print materials
Order groceries
Send exhibitor letter
Assign volunteers
2 people
Make name badges
2 people
Print floor plan
Test the cash register and card terminal
2 people
Inventory materials
2 people
Pick up groceries
2 people
Open venue
2 people
Receive deliveries
2 people
Check floor and entrance
2 people
Set up tables
4 people
Set up clothing racks
4 people
Set up chairs
2 people
Build fitting rooms
3 people
Place mirrors
2 people
Hang up stand numbers
2 people
Hang up decorations
3 people
Connect lighting
2 people
Place the entrance sign
Set up registration desk
2 people
Lay out name badges
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Check the card machine
Check toilets
Briefing for reception team
3 people
Brief exhibitors
4 people

Event

Welcome visitors
3 people
Register visitors
2 people
Hand out maps
Support exhibitors
2 people
Check fitting rooms
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
Check toilets periodically
Check stock
Make evening rounds of the booths
2 people
Inform last visitors
2 people

Aftercare

Close the register
2 people
Let exhibitors unload
3 people
Dismantle clothing racks
4 people
Clear tables and chairs
4 people
Take down fitting rooms
3 people
Remove decorations
3 people
Disconnect lighting
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Return materials
2 people

What to bring

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

Furniture

Clothes racksqty 24
Foldable tablesqty 18
Chairsqty 40
Bar stoolsqty 8
Changing room screensqty 8
High tablesqty 6
Registration desk
Waste binsqty 8
Mirrorsqty 8
Coat racksqty 4
Tableclothsqty 20
Clothes hangersqty 500
Shoe racksqty 8
Presentation blocksqty 12
Cash desk table

Equipment

Card machinesqty 4
Cash drawersqty 4
Tabletsqty 4
Extension cordsqty 12
Power stripsqty 12
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Label printersqty 2
Handheld scannersqty 2

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 12

Decorations

Stand signsqty 24
Entrance sign
Floor plansqty 150
Name badgesqty 80
Directional signsqty 12
Buntingqty 8
Artificial plantsqty 16
Adhesive hooksqty 100
Clothing coversqty 100

Lighting

LED spotlightsqty 16
String lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Ice spoonsqty 4
Bottle openersqty 4
Cutting boardsqty 3

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and venue before contacting exhibitors, then allow enough time for registrations, terms and conditions, and a final exhibitor confirmation. Keep the participant list updated as confirmations and cancellations come in.
Design the booth layout before ordering or moving furniture. Check that each exhibitor has room for clothes racks, tables, mirrors, changing room screens and a clear route for visitors.
Send parking information and the exhibitor letter before the fair, not during setup. Include arrival instructions, booth details and the deadline for sharing dietary requirements so volunteers are not answering the same questions at the door.
Test the card machines, cash drawers, tablets and label printers before opening. Do this after connecting extension cords and power strips, because a payment test without the final power setup can hide problems.
Build in a final venue walk-through before visitors enter. Check the floor and entrance, registration desk, name badges, floor plan, waste bins, coat racks, refreshments and all received deliveries against the purchase list.

Frequently asked questions

How far in advance should I organise a fashion fair?: Start at least 8 to 12 weeks before the fair if you need multiple exhibitors, printed materials and a detailed booth layout. Confirm the date and location first, then give exhibitors a clear registration deadline.
How many exhibitors can fit in a fashion fair?: There is no fixed number: calculate capacity from the usable floor area and the space needed for each booth, walkways, registration, changing screens and refreshments. Finalise the booth layout before confirming the full exhibitor list.
When should I send the exhibitor letter?: Send it 2 to 3 weeks before the fair, after exhibitor confirmations and the booth layout are stable. Send a shorter arrival and parking reminder again 2 to 3 days before setup.
How early should volunteers arrive for a fashion fair?: Have the setup team arrive at least 2 hours before doors open. This leaves time to receive deliveries, check the entrance and floor, place name badges and test payment equipment before visitors arrive.

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