Garden fair checklist: what to arrange and when

A garden fair needs more than exhibitor tables and plants. You need to set the opening hours, check permits, recruit exhibitors, manage registrations and map a clear route for visitors. In the final week, confirm every exhibitor, print signs and price lists, check payment and coffee equipment, and prepare for rain. This checklist puts those jobs in a practical order so nothing essential is left until the morning of the fair.

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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

Set date and opening hours
2 people
Draft participant terms and conditions
2 people
Check permit requirements
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
Make reservations
Draw the booth layout
2 people
Determine visitor route
2 people
Check power outlets
Check the weather forecast
Add rain cover
2 people
Print exhibitor list
Prepare name badges
Prepare route signs
2 people
Print price lists
Do the shopping
2 people
Check materials
2 people
Set up tables and chairs
3 people
Test coffee equipment
2 people
Fill coolers
2 people
Clear the venue
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs and benches
3 people
Mark stalls
2 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Place Plants on Presentation Tables
4 people
Hang up decorations
2 people
Put up route signs
2 people
Set up the cash register
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Place waste bins
2 people
Check toilets

Event

Staff the entrance desk
2 people
Welcome visitors
2 people
Distribute program
2 people
Support exhibitors
2 people
Announce Demonstrations
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Clean tables in between
2 people
Restock snacks
2 people
Close the register
2 people
See visitors out
2 people

Aftercare

Have exhibitors take down their stands
4 people
Collect plants and materials
4 people
Wash dishes
2 people
Collect waste
3 people
Take down tents
6 people
Put furniture back
4 people
Thoroughly clean the venue
3 people
Dry and sort materials
2 people
Store supplies
2 people
Return borrowed items
2 people
Clear away unused groceries

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Benchesqty 8
Tableclothsqty 18
Display racksqty 10
Stoolsqty 12
Clothing rack
Bollardsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Cash boxesqty 2
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 6
Hand megaphone
Hand trucksqty 2

Gardening equipment

Watering canqty 6
Plant traysqty 30
Growing potsqty 50
Plantersqty 20
Work tablesqty 4
Garden glovesqty 12
Hand shovelsqty 8
Pruning shearsqty 6
Bucketsqty 8
Plant labelsqty 200
Ropeqty 4
Herringqty 48
Rubber hammersqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Decorations

Garden fair bannerqty 2
Buntingqty 8
Market stall signsqty 18
Name card holdersqty 30
Price holdersqty 60
Chalkboardsqty 6
Chalk markersqty 12
Flower pots for decorationqty 20
Directional signsqty 12

Lighting

LED light stringsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 20

Catering

Drink dispensersqty 3
Serving traysqty 8
Ice packsqty 24
Groceries

Tips

Set the date and opening hours before contacting exhibitors, then give them a clear registration deadline. Allow at least one week after the deadline to process registrations, collect dietary requirements and confirm the final exhibitor list.
Draw the booth layout and visitor route before hiring or borrowing furniture. Check that tables, display racks, clothing racks and plant work areas leave enough space for people carrying plants, hand trucks and watering cans.
Check power outlets and cable routes during the site visit, not on setup day. Count coffee machines, kettles, payment terminals and coolers, then match them with power strips, extension cords and cable trays.
Prepare the weather plan at least 48 hours before opening. Check the forecast, assign party tents or rain covers to exposed areas, and keep bollards available to mark or protect wet and crowded sections.
Print exhibitor lists, name badges, route signs and price lists before the final setup day. Test the coffee equipment and payment terminals, and check gardening supplies such as plant labels, pots, trays, gloves and pruning shears before shopping for replacements.

Frequently asked questions

How early should I start planning a garden fair?: Start at least 8 to 12 weeks before the fair. Set the date and hours first, then allow several weeks for exhibitor recruitment, registrations, promotion and permit checks.
When should exhibitors confirm their attendance?: Set the registration deadline 3 to 4 weeks before opening day. Send a final confirmation about 7 days beforehand with arrival details, booth placement, payment information and any dietary requirements.
When should I check the weather for a garden fair?: Make the first detailed check 48 hours before the fair and check again on the morning of setup. If rain is likely, install party tents or rain covers before exhibitors arrive rather than waiting for the first shower.
How many tables and chairs do I need for a garden fair?: Calculate furniture from the confirmed booth layout, not from the expected visitor count. Add at least one spare table and 5 to 10 spare chairs if space allows, because exhibitors often need extra room for plants, displays or payment equipment.

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.