Hobby Fair Checklist: What to Arrange and When

A hobby fair needs more than tables and exhibitors. You have to coordinate pitch locations, visitor registration, demonstrations, parking information, catering and the equipment needed for presentations and power. Start with the date, opening hours and venue, then work through exhibitors, visitors and the program. In the final week, confirm every exhibitor, print the materials, assign volunteers and check that the hall can open on time.

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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
Reserve the venue and hall
Work out the trade fair layout
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Create visitor invitations
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Assign pitch locations
2 people
Send visitor information
Publish parking information
Plan the program and demonstrations
2 people
Order catering
Check supplies
2 people
Have printed materials made
Assign volunteers
2 people
Create volunteer instructions
Arrange cash and change
Check final exhibitor list
2 people
Do the shopping
2 people
Set up printed materials and supplies
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Check the hall and passageways
2 people
Set up tables and chairs
6 people
Mark stalls
2 people
Number exhibitor tables
2 people
Set up the reception desk
2 people
Build the catering point
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Hang decorations
2 people
Set up signage
2 people
Set up demonstration tables
3 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Support stand setup
4 people
Test demonstration equipment
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Hand out program brochures
2 people
Explain the route and venue rules
2 people
Guide demonstrations
2 people
Lead the workshops
3 people
Staff the catering point
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Register lost and found items
Answer visitor questions
2 people
Inform last visitors
2 people
Have exhibitors dismantle their booths
4 people
Check out exhibitors
2 people

Aftercare

Collect materials
4 people
Clear tables and chairs
5 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Return venue keys
Return borrowed items
2 people
Clear away leftover stock
2 people
Handle unclaimed property
Collect invoices and receipts
Send the exhibitor thank-you message

What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 180
Bar stoolsqty 8
Reception desk
Clothes racksqty 4
Bollardsqty 8
Waste binsqty 8

Equipment

Laptopsqty 2
Tabletsqty 2
Printer
Extension cordsqty 8
Power stripsqty 10
Projector
Projection screen
Portable speakersqty 2
Microphone
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving tongsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving traysqty 6

Decorations

Tableclothsqty 24
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Photo backdrop
Table signsqty 30
Program postersqty 12
Directional signsqty 16
Welcome Banner
Workshop signsqty 6
Photo framesqty 12
Table number holdersqty 30

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Catering

Groceries

Registration

Name badgesqty 220
Lanyardsqty 220
Visitor badgesqty 200
Exhibitor badgesqty 40
Desk pensqty 12
Cash box
Payment terminal
Clipboardsqty 6

Craft supplies

Scissor setsqty 12
Cutting matsqty 8
Glue gunsqty 6
Brush setsqty 12
Work traysqty 24
Storage boxesqty 20
Clothespinsqty 100
Wire dispensersqty 6
Mannequinsqty 4
Display standsqty 12
Sales containersqty 30
Price holdersqty 60

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 12
Non-slip matsqty 8
Fire blanketsqty 2

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning cart

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Foldable hand trucksqty 2

Office

Notepadsqty 12
Pen holdersqty 6
Markersqty 12
Whiteboard
Whiteboard markersqty 12
Document foldersqty 10
Bindersqty 6
Label maker

Tips

Reserve the hall before inviting exhibitors, then draw the layout with tables, chairs, reception space, walkways and any clothes racks or barriers. Leave clear routes to entrances, exits and demonstration areas.
Set an exhibitor deadline and a visitor registration deadline. Confirm pitch locations only after the exhibitor list is stable, and send parking, arrival and program information before the fair.
Plan demonstrations around the available projector, screen, speakers and microphone. Check extension cords and power strips in advance rather than discovering on the day that several pitches need the same outlet.
Order catering from the expected visitor and exhibitor numbers, including collected dietary requirements. Count coffee machines, kettles, cups, glasses, plates, cutlery, serving trays and waste bins before shopping.
Write a short volunteer briefing covering reception, registration, exhibitor arrival, cash and change, directions and closing duties. Schedule the setup team early enough to place printed materials and supplies before the doors open.

Frequently asked questions

How far in advance should I organize a hobby fair?: Start venue and date planning at least 8 to 12 weeks before the fair. Invite exhibitors as soon as the hall and opening hours are confirmed, leaving the final 7 days for confirmations, printing and supply checks.
When should hobby fair exhibitors receive their pitch locations?: Send provisional locations after registrations close and the exhibitor list has been checked, usually 1 to 2 weeks before the event. Send the final layout with arrival instructions no later than 3 days before opening.
How many volunteers do I need for a hobby fair?: Plan at least 1 volunteer for reception and registration, 1 for exhibitor support, and 1 for each active demonstration area. For a busy fair, add one floating volunteer for every 50 to 75 expected visitors.
What should I check the day before a hobby fair?: Check the final exhibitor list, printed materials, catering, cash and change, tables, chairs, power supplies and presentation equipment the day before. Pack or label supplies by area so setup can be completed in 60 to 90 minutes.

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.