Film Fair checklist and organising plan

A Film Fair needs more than exhibitors and tables. You must coordinate registrations, stall assignments, visitor information, catering, payment equipment and setup details before the doors open. Start by confirming the venue, date and hours, then work through exhibitor recruitment and visitor promotion. In the final week, print lists and directions, prepare wristbands and badges, check food and equipment stock, and give every volunteer a defined shift.

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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

Reserve venue
Record date and times
Recruit exhibitors
2 people
Open the registration form
Send invitations
2 people
Open visitor registration
Post promotion online
Distribute promotional posters
2 people
Confirm exhibitors
Process exhibitor details
Assign stalls
2 people
Create floor plan
Collect dietary requirements
Book catering
Set admission prices
Prepare entry forms
Prepare name badges
2 people
Inform exhibitors
Schedule volunteers
Print the visitor list
Print directions
Sort wristbands
2 people
Bundle promotional materials
2 people
Check stock of groceries
Do the shopping
2 people
Prepare cash register and change
2 people
Chill drinks
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Mark stalls
2 people
Welcome exhibitors
2 people
Guide exhibitors to their spots
2 people
Set up standing tables
4 people
Set up displays and racks
4 people
Distribute price tags
2 people
Hang up signage
2 people
Set up the entrance desk
2 people
Build the catering buffet
3 people
Set out coffee and tea
2 people
Test the sound and lighting
2 people
Check toilets
Brief entrance staff
2 people
Open the doors
2 people
Check in visitors
3 people
Hand out program brochures
2 people
Support exhibitors
2 people
Serve catering
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Clean toilets in between
Staff the entrance desk
2 people
Process Cash Payments
Monitor a steady flow of visitors
2 people
Inform exhibitors about closing
Guide visitors to the exit
2 people
Prepare sales balance
2 people
Check out exhibitors
2 people

Aftercare

Store the cash register securely
2 people
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Remove decorations
2 people
Sort borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items
Respond to visitor messages
Send thank-you message to exhibitors
Share photos with participants

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Entrance desk
Clothes racksqty 8
Display racksqty 12
Coolersqty 4

Equipment

Card machinesqty 2
Laptopsqty 2
Tabletsqty 2
Label printers
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 10
Power stripsqty 12
USB chargersqty 6

Lighting

LED lightsqty 12
Desk lampsqty 10
Light standsqty 4

Decorations

Film fair bannersqty 4
Postersqty 30
Tableclothsqty 30
Directional signsqty 12
Sticky tackqty 8
Cable tiesqty 100

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 12
Serving boardsqty 8
Storage binsqty 12
Thermos flasksqty 6

Catering

Visitor wristbandsqty 150
Name badgesqty 80
Badge holdersqty 80
Program leafletsqty 150
Admission ticketsqty 150
Price tagsqty 500
Paper bagsqty 150
Cash tray insertsqty 2
Cash box
Small change traysqty 2
Pensqty 30
Permanent markersqty 12
Notepadsqty 10
Sticky notesqty 20
Clipboardsqty 8
Printer paperqty 500
Envelopesqty 100
Trade fair bagsqty 150
Groceries

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4
Glovesqty 20
Hand sanitizerqty 6

Tips

Confirm the venue, date and opening hours before inviting exhibitors. You need those details ready when the registration form and invitations go live.
Assign stalls only after exhibitor details are complete. Use the floor plan to check that tables, chairs, clothes racks and display racks fit without blocking visitor routes.
Collect dietary requirements before booking catering, then check grocery stock during the final week. Leave time for shopping rather than discovering missing supplies on setup day.
Test card machines, laptops, tablets, label printers and chargers before the fair. Check extension cords, power strips and cable ties as well, because display and registration points often need more power than expected.
Prepare visitor lists, directions, name badges, wristbands and promotional bundles before the event day. Schedule volunteers in advance and give the entrance desk a clear handover for registrations and payments.

Frequently asked questions

How far in advance should I organise a Film Fair?: Start venue and date planning at least 8 to 12 weeks before the fair. Open exhibitor registration early enough to confirm stalls, process details and create the floor plan before promotion peaks.
When should exhibitor registration close for a Film Fair?: Close registration at least 2 to 3 weeks before the event. That gives you time to confirm exhibitors, assign stalls, collect dietary requirements and send final information.
What should I prepare during the final week before a Film Fair?: Print the visitor list and directions, prepare badges and wristbands, bundle promotional materials, check food and drink stock, and test payment and registration equipment. Complete these checks 2 to 5 days before opening.
How many volunteers are needed for a Film Fair?: Plan at least one volunteer for the entrance desk and one person for exhibitor or floor support during each busy shift. Add coverage for setup, catering and breaks, then publish the schedule before the final week.

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.