Hobby fair checklist: what to arrange and when

A hobby fair needs more than tables and exhibitors. You must coordinate registrations, workshop places, visitor information, accessibility, catering and the practical setup of the hall. Start with the venue and permits, then open registration and confirm exhibitors before creating the final layout. Use this checklist to keep exhibitor communication, materials, signage and payment arrangements on schedule, especially during the final two weeks before 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

Confirm venue and hall
Check permits
Invite exhibitors
2 people
Send visitor invitations
2 people
Publish registration form
Put together the workshop program
2 people
Send exhibitor terms and conditions
Process registrations
2 people
Collect dietary requirements
Process workshop registrations
Finalize exhibitor confirmations
Create the table layout
2 people
Reserve rental equipment
Assign volunteers
2 people
Post promotion on social media
Distribute posters
2 people
Publish accessibility information
Calculate catering quantities
Purchase workshop materials
2 people
Print program and route
Prepare name badges
2 people
Compile exhibitor information
Create floor plans and signage
2 people
Check the final visitor list
Email booth spaces to exhibitors
Check stock
2 people
Buy non-perishable groceries
2 people
Arrange keys and access
Receive rental equipment
2 people
Assemble workshop kits
3 people
Print attendance lists
Test the sound and lighting
2 people
Buy perishables
2 people
Charge payment equipment
Set out materials by zone
3 people
Check the hall floor
2 people
Set up tables and chairs
5 people
Number exhibitor booths
2 people
Set up workshop tables
3 people
Hang decorations
3 people
Hang up signage
2 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set out workshop materials
3 people
Sort name tags
Test the cash register and card terminal
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Conduct final safety check
2 people

Event

Welcome visitors
3 people
Register visitors
2 people
Distribute program
2 people
Support exhibitors
2 people
Lead the workshops
3 people
Serve drinks
2 people
Refill snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets
Reset workshop rooms
2 people
Inform last visitors
2 people
Check out exhibitors
2 people
Guide visitors safely outside
2 people

Aftercare

Close the register
2 people
Collect lost and found items
Pack workshop materials
3 people
Take down tables and chairs
5 people
Remove decorations
3 people
Collect and sort waste
3 people
Clean the hall and kitchen
4 people
Return materials
2 people
Return venue keys
Send exhibitor thank-you notes

What to bring

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

Furniture

Exhibition tablesqty 24
Workshop tablesqty 6
Chairsqty 80
Bar stoolsqty 4
Foldable info desk table
Clothes racksqty 4
Bollardsqty 8
Tableclothsqty 30

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Pastry platesqty 100
Teaspoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Decorations

Balloonsqty 100
Buntingqty 12
Table décorqty 12
Table signsqty 30
Name badgesqty 40
Directional signsqty 20
Program postersqty 12
Exhibitor badgesqty 40

Equipment

Cash boxqty 2
Payment terminalqty 2
Tablet for registrationqty 2
Chargersqty 6
Extension cordsqty 8
Power stripsqty 8
USB hubsqty 4
Display standsqty 8
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Label maker
Laminator

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Cool bowlsqty 6
Serving traysqty 6
Washing-up basinsqty 3
Trash binsqty 8

Cleaning

Broomqty 3
Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4

Lighting

LED string lightsqty 8
Standing lampsqty 4
Emergency lightsqty 4

Craft supplies

Scissorsqty 24
Cutting matsqty 12
Glue gunsqty 12
Brush setsqty 12
Paint apronsqty 24
Mixing palettesqty 12
Paintbrush potsqty 24
Work traysqty 30

Safety

First aid kit
Fire blanketsqty 2
Cable traysqty 12
Work glovesqty 12

Groceries

Groceries

Tips

Confirm the hall, permits and accessibility details before inviting exhibitors. Publish the visitor route and access information at least two weeks before the fair so guests know what to expect.
Set a clear deadline for exhibitor registrations and send terms and conditions at the same time. Confirm final exhibitors and email their stand locations no later than 7 days before the fair.
Build the workshop programme only after checking available tables, chairs and materials. Close workshop registration 3 to 5 days before the event, then prepare participant lists and dietary information for catering.
Create the floor plan with exhibition tables, workshop tables, the information desk, catering and clear walking routes. Print directional signs, programme posters and table signs at least 2 days before setup.
Test the registration tablet, payment terminal and chargers before the doors open. Bring extension cords, power strips and a cash box as backup, and assign volunteers to registration, wayfinding and workshop support.

Frequently asked questions

How far in advance should I organise a hobby fair?: Start venue and permit checks at least 8 to 12 weeks before the fair. Open exhibitor and visitor registration once the date, hall and basic programme are confirmed.
When should exhibitors receive their stand locations?: Send each exhibitor their stand location about 7 days before the event. This gives them time to check the floor plan, access instructions and any power or table requirements.
How many volunteers do I need for a hobby fair?: Plan at least 1 volunteer for registration, 1 for general questions and 1 for workshop support during busy periods. Add one extra person for every 50 to 75 expected visitors if the hall has several rooms or entrances.
When should I prepare the hobby fair programme and signs?: Finalise the programme 5 to 7 days before the fair, after workshop registrations and exhibitor details are checked. Print route signs, table signs and programme posters at least 2 days before setup.

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