Hobby fair checklist: what to arrange and when

A hobby fair needs more than tables and exhibitors. You have to coordinate clubs, workshops, registrations, room layout, payments and refreshments without losing track of small details. Start with the date, venue and programme, then give exhibitors and workshop leaders clear deadlines. In the final week, confirm the floor plan, signage, badges, materials and shopping. This checklist follows the practical order of the work, so you can see what needs attention early and what can wait until setup day.

Organize this event for free with Lizzt

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
Determine venue and room layout
2 people
Contact hobby clubs
2 people
Register exhibitors
2 people
Collect workshops
2 people
Confirm workshop leaders
2 people
Send invitations
2 people
Publish the online event
Process registrations
2 people
Collect dietary requirements
Distribute promotional posters
2 people
Send directions
Finalize the exhibitor list
2 people
Finalize workshop schedule
2 people
Prepare name badges
2 people
Design signage
Print floor plan
Order refreshments
2 people
Check the shopping list
2 people
Arrange cash and change
Sort materials by booth
3 people
Set out workshop materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Check coffee and tea set
Prepare the registration table
2 people
Open hall
2 people
Check the lighting
2 people
Set up tables and chairs
6 people
Hang up stand numbers
2 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Have exhibitors set up
6 people
Set up workshop tables
4 people
Prepare workshop materials
3 people
Set up coffee station
2 people
Prepare snacks
3 people
Hang up signage
2 people

Event

Staff the entrance desk
2 people
Welcome visitors
2 people
Distribute program
2 people
Support exhibitors
2 people
Process workshop registrations
2 people
Lead the workshops
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Arrange breaks for volunteers
Take photos of the trade fair
Inform last visitors
2 people
Close the entrance desk
2 people

Aftercare

Have exhibitors take down their stands
6 people
Collect workshop materials
3 people
Pack leftover food
2 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove decorations
2 people
Collect waste
3 people
Clean the room
4 people
Switch off equipment
2 people
Collect lost property
Lock up the venue
2 people
Inventory materials
2 people
Remove empty packaging
2 people
Return borrowed materials
2 people
Archive photos and files
Send thank-you message

What to bring

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

Furniture

Tablesqty 30
Chairsqty 120
Stoolsqty 12
Registration desk
Coat racksqty 4
Waste binsqty 8
Coat racksqty 2

Decorations

Tableclothsqty 30
Booth numbersqty 30
Name badgesqty 50
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12
Info boardsqty 8

Equipment

Cash register
Payment terminal
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
Printer
Projector
Projection screen
Microphone
Portable speakerqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 6
Measuring cupsqty 4

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 2
Storage binsqty 12
Pliersqty 6
Serving jugsqty 4
Teapotsqty 2

Workshop materials

Cutting matsqty 12
Apronsqty 20
Brush setsqty 20
Paint palettesqty 20
Scissorsqty 20
Glue gunsqty 8
Glue sticksqty 40
Pencilsqty 40
Markersqty 40
Craft binsqty 12
Floor matsqty 20

Lighting

Desk lampsqty 12
LED string lightsqty 6
Spare batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4
Hand sanitizerqty 6

Catering

Groceries

Tips

Set the exhibitor and workshop deadlines before you publish the event. Aim to have the exhibitor list and workshop schedule final at least 7 days before the fair, so you can print the floor plan, booth numbers and name badges once.
Plan the room from the tables outward. Mark the registration desk, workshop area, coat racks, refreshment point and clear walking routes before assigning booths; leave enough space for chairs and stools without blocking entrances.
Treat workshop materials as separate kits. Sort each set by booth or session at least 1 day beforehand, then place the materials at the correct workshop table instead of making leaders search through shared boxes.
Prepare payments and power before guests arrive. Test the cash register, payment terminal, laptops, projector, microphone and portable speaker, and bring extension cords and power strips for the equipment that needs them.
Buy and chill refreshments on a timed plan. Check dietary requirements before ordering, shop no later than the day before, and chill drinks several hours before opening; check the coffee machines and kettles during final setup.

Frequently asked questions

How far in advance should I plan a hobby fair?: Set the date and venue at least 8 to 12 weeks ahead if you need several hobby clubs and workshop leaders. Use the final 2 weeks for registrations, promotion, directions and schedule confirmations.
When should the exhibitor list and workshop schedule be final?: Close changes at least 7 days before the fair. That gives you time to assign booth numbers, print the floor plan and name badges, and send the final programme and directions.
How many tables and chairs do I need for a hobby fair?: Base the count on each registered exhibitor and workshop, then add a registration desk, refreshment area and seating for waiting participants. Confirm the exact layout 3 to 5 days before the event and keep a small buffer for late adjustments.
What should I prepare the day before a hobby fair?: Complete the shopping, sort workshop materials, print signs and the floor plan, prepare badges, arrange cash and change, and confirm equipment. Chill drinks and pack each booth’s materials so setup is mainly placement rather than last-minute sorting.

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.