Fashion fair checklist: what to arrange and when

A fashion fair depends on more than inviting exhibitors and putting out clothing racks. You need a workable booth layout, clear visitor registration, reliable payment equipment and enough time for unloading, lighting and catering setup. Start by confirming the date and venue, then secure exhibitors and process registrations before finalising the floor plan. This checklist follows the practical order of work, including the details that are often left until the last hour.

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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
Invite exhibitors
2 people
Publish registration form
Process registrations
Confirm exhibitors
Create the booth layout
2 people
Send visitor invitations
2 people
Post on social media
Process visitor registrations
Collect dietary requirements
Order catering
Check power outlets
2 people
Check insurance and permits
Print floor plan
Print exhibitor information
Prepare name badges
2 people
Prepare price tags
2 people
Test cash registers and card terminals
2 people
Create a music playlist
Check catering materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Connect lighting
2 people
Set up the cloakroom
2 people
Set up the registration table
2 people
Set up tables
4 people
Set up chairs
3 people
Set up clothing racks
4 people
Build fitting rooms
3 people
Place mirrors
2 people
Hang up decorations
2 people
Hang up stand numbers
2 people
Put up route signs
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Unload clothing
4 people
Dress the standing tables
4 people
Display clothing
6 people
Check fitting rooms
2 people
Set up coffee station
2 people
Set up the reception desk
2 people
Brief service team
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Check the entrance
2 people
Staff the cloakroom
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Check fitting rooms
2 people
Hang the clothes back up
2 people
Empty trash bins
2 people
Check toilets
Check stock
Inform visitors
2 people
Provide music
Announce final sales round
See visitors out
3 people
Lock the cloakroom
2 people

Aftercare

Have exhibitors take down their stands
4 people
Load clothing and materials
4 people
Dismantle clothing racks
4 people
Take down fitting rooms
3 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Collect tableware
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Disconnect lighting
2 people
Collect lost and found items
Pack supplies
2 people
Return rented materials
2 people
Hand over the venue
2 people
Call Exhibitors Back

What to bring

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

Furniture

Market stallsqty 20
Clothes racksqty 24
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Changing room screensqty 8
Coat racksqty 4
Coat hangersqty 250
Storage cratesqty 30
Mirrorsqty 8
Waste binsqty 10

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Fabric table skirtsqty 12
Tableclothsqty 12
Decorative coat hangersqty 40
Flower arrangementsqty 8
Balloonsqty 100
Buntingqty 12
Booth numbersqty 20
Route signsqty 12
Arrow stickersqty 40

Equipment

Card machinesqty 4
Cash registersqty 4
Receipt printersqty 4
Extension cordsqty 12
Power stripsqty 12
Laptopsqty 2
Label printersqty 2
Speakersqty 2
Microphone
Clothes steamersqty 4
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Spotlightsqty 12

Kitchen

Cutting boardsqty 4
Serving tongsqty 8
Serving jugsqty 6
Coolersqty 4
Water jugsqty 8
Bottle openersqty 4
Knivesqty 4
Bowlsqty 12

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 2
Cleaning cartsqty 2

Lighting

String lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Catering

Groceries

Tips

Create the booth layout only after exhibitor confirmations are in. Include market stalls, clothes racks, changing room screens, mirrors and a defined loading area so exhibitors know where to unload.
Check power outlets before the event, not on opening day. Test card machines, cash registers and receipt printers together, and bring extension cords and power strips for booths that are not close to an outlet.
Collect dietary requirements while processing visitor registrations, then give the caterer a final number before ordering. Check cups, glasses, plates, cutlery and serving trays separately; catering deliveries do not always include them.
Prepare booth numbers, route signs, arrow stickers, exhibitor information and name badges before printing the floor plan. Visitors can follow the route immediately, while exhibitors receive the information they need at check-in.
Set a fixed event-day setup sequence: open the venue, cordon off unloading, connect lighting, chill drinks and check the payment points before exhibitors arrive. Leave at least 30 minutes for testing after all equipment is connected.

Frequently asked questions

How far in advance should I invite fashion fair exhibitors?: Invite exhibitors at least 8 to 12 weeks before the fair. Keep registration open for a defined period, then confirm the final exhibitors before creating the booth layout and printing booth information.
When should I finalise the fashion fair floor plan?: Finalise the floor plan as soon as exhibitor confirmations are complete, ideally 2 to 3 weeks before the event. Print the floor plan and booth numbers after checking that every stall, table and changing area fits the venue.
How much catering should I order for a fashion fair?: Use the confirmed visitor and exhibitor numbers as your base, then add a small buffer rather than ordering from early registrations. Collect dietary requirements before placing the order, and confirm the final quantity with the caterer 3 to 5 days beforehand.
What should I check before a fashion fair opens?: Allow at least 60 minutes for the final venue check. Test lighting, power outlets, card machines, cash registers and receipt printers, then verify signage, name badges, chilled drinks and the unloading area before 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.