Hobby fair checklist: what to arrange and when

A hobby fair needs more than tables and exhibitors. You have to manage registrations, stall assignments, participant instructions, visitor information, payments, refreshments and the setup team on a fixed timetable. Start with the date, opening hours and participant terms, then move through registrations, floor planning, supplier confirmations and printing. This checklist gives you a practical sequence, including the small jobs that are often left until the last day, such as change for the cash desk, badges, extension cords and setup reminders.

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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
Publish participant form
Send invitations
2 people
Post fair information online
Process registrations
2 people
Keep track of the participant list
Collect dietary requirements
Assign stalls
2 people
Make reservations
Confirm suppliers
Create Trade Show Floor Plan
2 people
Assign volunteers
2 people
Send participant instructions
Design signage
Prepare entry forms
2 people
Making participant badges
2 people
Print the program
Do the shopping
2 people
Check materials
2 people
Prepare cash register and change
2 people
Remind participants about set-up
Set out nonperishable food
2 people
Brief the setup team
2 people
Open venue
2 people
Unload materials
4 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Set up exhibits
8 people
Hang decorations
3 people
Set up signage
2 people
Set up the cash register
2 people
Set up the information desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check toilets
Clear emergency routes
2 people
Test audio and microphone
2 people

Event

Open the entrance
3 people
Welcome visitors
3 people
Distribute tickets and program
2 people
Guide participants
2 people
Announce Demonstrations
Staff the cash register
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Wash dishes
2 people
Inform participants about closing
Close entrance
2 people
Escort the last visitors
3 people

Aftercare

Close the register
2 people
Have participants start winding down
6 people
Packing exhibition materials
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Clear away dishes and kitchen equipment
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover groceries
2 people
Thank participants
Process lost and found items
Archive photos and materials
Handle outstanding payments

What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Information desk
Cash desk table
Coat racksqty 2
Waste binsqty 8
Clothes racksqty 6
Storage binsqty 12
Display standsqty 10
Backdropsqty 12
Tableclothsqty 30

Equipment

Card machine
Cash box
Laptop
Printer
Extension cordsqty 8
Power stripsqty 10
USB chargersqty 4
Portable speakersqty 2
Microphone
Microphone stand
Electronic scale
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 40
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving spoonsqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving traysqty 6
Ice packsqty 16
Kitchen tweezersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Table décorqty 30
Name badgesqty 80
Chalkboardsqty 12
Chalk markersqty 12
Adhesive hooksqty 40
Barrier tapeqty 2
Table numbersqty 30
Information boardsqty 12
Directional signsqty 16
Program boardsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Rubber glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Lighting

LED string lightsqty 6
LED lightsqty 12
Desk lampsqty 8
Extension cordsqty 8

Catering

Groceries

Tips

Set the date and opening hours before inviting participants. Publish the participant form with clear terms and conditions, then allow at least 10 to 14 days to collect registrations before assigning stalls.
Create the floor plan only after you have a reasonably stable participant list. Leave clear routes between foldable tables, display stands and clothes racks, and reserve space for the information desk, cash desk and waste bins.
Send participant instructions at least 5 days before the fair. Include arrival and setup times, the assigned stall, what each participant must bring, and where to collect badges or entry forms.
Check power and payment equipment during the week before opening. Test the card machine, printer, laptop, extension cords and power strips, and prepare the cash box with change rather than waiting for the morning of the fair.
Brief the setup team before the venue opens. Put out tablecloths, signage, nonperishable food and information materials first; keep coffee machines, kettles, thermos flasks and coolers ready before participants and visitors arrive.

Frequently asked questions

How far in advance should I organise a hobby fair?: Start at least 6 to 8 weeks before the fair. Set the date, publish participant information and send invitations first, then use the following 2 to 3 weeks to process registrations and build the stall plan.
When should hobby fair participants receive their stall assignments?: Send assignments and setup instructions at least 5 days before opening. Keep a final contact list so you can notify participants quickly if a stall, arrival time or floor-plan detail changes.
How many tables do I need for a hobby fair?: Count one allocated table or display area per planned stall, then add tables for the information desk and cash desk. Keep 1 or 2 spare tables available for late changes, refreshments or equipment that cannot stay on the floor.
What should I prepare for the hobby fair cash desk?: Prepare the cash desk at least 1 day in advance with the cash box, change, card machine, power supply and any entry forms. Test a card payment and printer connection before the setup team arrives.

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