Garden fair checklist: what to arrange and when
A garden fair needs more than tables and stalls. You need a clear programme, registered exhibitors, a site map, safe power points, parking arrangements and signs that visitors can follow. Start the main planning at least 8 weeks ahead, then use the final week to confirm suppliers, check the forecast and complete the shopping. On setup day, inspect the grounds before putting out furniture, tents, decorations and equipment.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Invite participants
2 people
Register exhibition stands
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
2 people
Make reservations
Create a site map
2 people
Arrange exhibitor booths
2 people
Prepare the parking plan
Design signage
Make program boards
2 people
Check permits
Check the weather forecast
Inform exhibitors
Check the shopping list
2 people
Do the shopping
2 people
Prepare decorations
2 people
Collect materials
3 people
Inspect the grounds
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Mark stalls
2 people
Set up power points safely
2 people
Set up signage
2 people
Hang lighting
3 people
Hang decorations
3 people
Number the market stalls
2 people
Set up the reception desk
2 people
Prepare the registration list
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place waste stations
2 people
Check toilets
Event
Welcome exhibitors
3 people
Check exhibition stands
2 people
Register visitors
2 people
Welcome visitors
2 people
Announce the program
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Turn on lighting
Announce the final round
See visitors out
3 people
Close cash register and registration
2 people
Check out exhibitors
2 people
Aftercare
Remove decorations
3 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
3 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Empty and clean coolers
2 people
Disconnect lighting
2 people
Remove plates and bins
2 people
Leave venue clean
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 18
- Bistro tablesqty 8
- Chairsqty 90
- Bar stoolsqty 12
- Reception desk
- Waste binsqty 8
- Parasol basesqty 4
Tableware
- Reusable glassesqty 160
- Coffee cupsqty 80
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Serving tongsqty 8
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Speakersqty 2
- Microphone
- Audio mixer
- Cash boxesqty 2
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 3
- Measuring cupsqty 2
- Thermos flasksqty 6
- Water jugsqty 8
- Ice packsqty 16
Decorations
- Buntingqty 10
- Chalkboardsqty 8
- Flower potsqty 12
- Table runnersqty 18
- Name card holdersqty 30
- Directional signsqty 12
Lighting
- String lightsqty 8
- Outdoor lightsqty 6
- Battery lanternsqty 10
Cleaning
- Broomqty 3
- Litter pickersqty 2
- Bucketsqty 4
- Mopsqty 3
- Spongesqty 8
- Cleaning glovesqty 8
- Hand soap dispensersqty 4
- Towel dispensersqty 4
Gardening equipment
- Garden display tablesqty 6
- Plant tablesqty 8
- Plant stepsqty 4
- Watering canqty 4
- Garden hosesqty 2
- Wheelbarrowsqty 2
- Rakeqty 2
- Scoopqty 2
Safety
- First aid kit
- Cable matsqty 12
- Work glovesqty 8
- Parasol basesqty 4
Groceries
- Groceries
Tips
- Set the date and programme at least 8 weeks before the fair, then give exhibitors a firm registration deadline 3 to 4 weeks before the event. This leaves time to process registrations, collect dietary requirements and place accurate supplier orders.
- Create the site map before arranging the exhibitor booths. Mark stalls, parking, entrances, catering, waste bins and power points so tables, party tents and extension cords do not block visitor routes.
- Check permits and supplier confirmations no later than 4 weeks before the fair. Reconfirm tents, tables, chairs, coffee machines and any audio equipment during the final week rather than assuming an earlier booking is still current.
- Plan power as part of the layout, not as an afterthought. Check every extension cord and power strip before opening, keep connections away from wet ground, and test speakers, the microphone and audio mixer during setup.
- Shop only after registrations and dietary requirements are processed. During the final 24 hours, check reusable glasses, coffee cups, plates, cutlery, serving equipment, coolers, ice packs and waste bins against the shopping list.
Frequently asked questions
- How far in advance should I organise a garden fair?
- Set the date and programme about 8 weeks ahead. Aim to have exhibitor registrations, permits, supplier confirmations and reservations settled by 4 weeks before the fair.
- When should garden fair exhibitors register?
- Give exhibitors a deadline around 3 to 4 weeks before the event. That gives you time to process registrations, assign booths, collect dietary requirements and finish the site map.
- What should I check the day before a garden fair?
- Check the weather forecast, shopping list, supplier arrivals, signage, programme boards and exhibitor information during the final 24 hours. Also confirm that furniture, tents, catering equipment and power supplies are ready for setup.
- How do I plan power safely at an outdoor garden fair?
- Map power points before setup and test all extension cords, power strips and equipment on the day. Keep connections protected from rain and visitor traffic, and do not run cables where they can become trip hazards.
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.
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