Gem Fair Checklist: What to Arrange and When

A gem fair depends on more than confirmed exhibitors and attractive displays. You need the venue, permits, insurance, power, security and payment setup in place before visitors arrive. This checklist takes you from choosing the date and opening registrations to assigning pitches, printing signs and checking every table display case, card machine and extension cord. Use it to keep exhibitor communication, visitor flow and the final shopping run on schedule.

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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 the fair date and location
2 people
Check permits and notifications
Arrange event insurance
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Confirm pitches
Collect dietary requirements
Book catering
Reserve security
Reserve power supply
Design promotional poster
Post promotion on social media
Design program booklet
Finalize the exhibitor list
Create a floor plan of the booths
Send exhibitor information
Create cash and payment plan
2 people
Prepare gemstone labels
2 people
Print information signs
Count wristbands and admission tickets
Withdraw petty cash
Do the shopping
2 people
Check materials
2 people
Chill drinks
2 people
Prepare catering
3 people
Set up the entrance table
2 people
Set up registration desk
2 people
Set up tables
5 people
Set up chairs
3 people
Hang up stand numbers
2 people
Connect lighting
2 people
Test the jewelry lighting
2 people
Hang up decorations
2 people
Place information signs
2 people
Welcome exhibitors
3 people
Guide exhibitors to their stands
3 people
Check booth setups
2 people
Carry out safety checks
2 people
Open the cash registers
2 people
Brief front desk staff
Give a security briefing

Event

Open the doors
3 people
Register visitors
3 people
Check admission tickets
2 people
Inform visitors
2 people
Support the stands during opening
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Empty trash bins
2 people
Check toilets
Clean floors in between
2 people
Carry out security rounds
2 people
Check the lighting intermittently
Inform last visitors
2 people
Close doors
3 people

Aftercare

Close out the registers
2 people
Secure cash
2 people
Check out exhibitors
2 people
Collect gemstone labels
2 people
Dismantle tables and chairs
5 people
Dismantle lighting
2 people
Remove decorations
2 people
Wash dishes
2 people
Thoroughly clean the venue
3 people
Take waste to the collection point
2 people
Count and pack materials
2 people
Return borrowed materials
2 people
Store leftover catering
Archive photos and documents
Register lost and found items
Return lost property
Invoice the stallholders
Check supplier invoices
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Foldable tablesqty 4
Bar stoolsqty 8
Party tentsqty 4
Tableclothsqty 28
Table display casesqty 20
Display standsqty 40
Acrylic standsqty 50
Storage cratesqty 30
Bollardsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Cash register terminalsqty 3
Card machinesqty 4
Cash boxesqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 12
Power stripsqty 10
Rechargeable phone chargersqty 6
Flashlightsqty 6
Handheld microphone
Speakersqty 2

Lighting

LED light stringsqty 12
LED spotlightsqty 20
Desk lampsqty 24
Batteriesqty 48

Decorations

Entrance sign
Route signsqty 12
Booth numbersqty 24
Information boardsqty 8
Flagsqty 8
Table decorationsqty 12
Chalkboardsqty 6
Pensqty 30
Name badgesqty 40
Wristbandsqty 500
Admission ticketsqty 500
Gemstone labelsqty 1000
Program bookletsqty 500
Pen holdersqty 8

Office

Clipboardsqty 8
Notepadsqty 12
Printer paperqty 500
Tapeqty 12
Scissorsqty 6
Staplersqty 4
Markersqty 24
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 4
Registration foldersqty 6
Envelopesqty 100

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12
Cable matsqty 16
Flashlightsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Microfiber clothsqty 24
Toilet brushesqty 4

Catering

Thermos flasksqty 6
Buffet tablesqty 3
Cooler cratesqty 6
Napkin holdersqty 8
Coffee filtersqty 3
Groceries

Tips

Start with the venue, date, permits and insurance before contacting exhibitors. A confirmed location lets you publish accurate registration details and avoid changing pitch information later.
Close exhibitor registrations early enough to draw the final booth floor plan. Send each exhibitor their pitch, arrival instructions and practical information before the event week, not on the morning itself.
Plan power per booth and for catering separately. Count extension cords, power strips and available sockets, then test coffee machines, kettles, card machines and speakers before setup begins.
Prepare the payment and admission system in advance. Test every cash register terminal and card machine, count wristbands and tickets, and withdraw petty cash at least one working day before the fair.
Pack for both presentation and visitor movement. Check tables, tablecloths, display stands, acrylic stands, storage crates, signs, lighting and bollards against the floor plan before exhibitors start unloading.

Frequently asked questions

How far in advance should I organise a gem fair?: Start planning at least 8 to 12 weeks before the fair. Use the first weeks for the venue, permits, insurance and exhibitor outreach, then leave the final 7 days for confirmations, printing and equipment checks.
When should I finalise the gem fair exhibitor list?: Finalise it about 10 to 14 days before the event. That gives you time to complete the booth floor plan, confirm pitches, print the program booklet and send the final exhibitor information.
How much catering should I order for a gem fair?: Base the order on expected visitors, exhibitors and staff separately, and confirm dietary requirements before booking. For a four-hour fair, allow roughly one drink per person plus a snack or pastry, with extra water available throughout the event.
When should I test the equipment for a gem fair?: Do a full equipment check 2 to 3 days before opening, then test power, payment devices and the microphone again during setup. Recharge phone chargers, check flashlights and keep spare extension cords and power strips accessible.

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.