Home fair checklist: what to arrange and when

A home fair needs more than a list of vendors and tables. You need a clear registration process, confirmed pitches, practical setup instructions and enough time to prepare signs, prices and materials. This checklist covers the work from publishing the date and opening hours through setting up tents and stalls on the day. It also helps you avoid common delays, such as leaving deliveries, power cables, change and dietary requirements until the last minute.

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

Publish the date and opening hours
2 people
Draft vendor terms
2 people
Open the registration form
Send invitations
2 people
Announce housing market online
2 people
Process registrations
2 people
Collect dietary requirements
Confirm table reservations
2 people
Finalize vendor list
2 people
Create a market map
2 people
Assign pitch locations
2 people
Send the setup instructions
Design signage
Prepare price tags
2 people
Create the volunteer schedule
2 people
Check the weather forecast
Check deliveries and materials
2 people
Do the shopping
2 people
Prepare cash register and change
2 people
Prepare snacks
3 people
Chill drinks
2 people
Sort printed materials
2 people
Mark market stalls
2 people
Unload tables
4 people
Set up party tents
6 people
Set up power points
2 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Set up signage
2 people
Hang up decorations
2 people
Connect stall lighting
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up the catering table
3 people
Set out snacks
3 people
Check toilets
Place waste stations
2 people

Event

Receive vendors
4 people
Assign stand locations
3 people
Check the final stands
2 people
Welcome visitors
3 people
Staff the info desk
2 people
Answer vendor questions
2 people
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Clean the toilets in between
Check tables and walkways
2 people
Register lost and found items
Announce a quiet end to sales
See visitors out
3 people
Have vendors pack up
3 people
Close the register
2 people

Aftercare

Distribute leftover catering
2 people
Collect tableware
3 people
Collect waste
4 people
Clear tables and chairs
5 people
Take down party tents
6 people
Remove decorations
2 people
Disconnect the power supply
2 people
Sweep the venue
3 people
Thoroughly clean the toilets
2 people
Gather borrowed materials
2 people
Wash dishes
3 people
Store materials clean and dry
3 people
Take waste to the collection point
2 people
Return borrowed materials
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 24
Foldable tablesqty 4
Chairsqty 40
Stoolsqty 8
Clothes racksqty 6
Folding benchesqty 4
Tableclothsqty 28
Storage boxesqty 10

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8
Handheld microphone
Speakersqty 2
Payment terminalqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Decorative plantsqty 8
Chalkboardsqty 6
Chalk markersqty 12
Table décorqty 12

Catering

Serving traysqty 8
Thermos flasksqty 6
Drink dispensersqty 4
Water jugsqty 6
Groceries

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Bowlsqty 30
Cutlery setsqty 150
Serving spoonsqty 12
Sugar bowlsqty 4

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 2
Serving plattersqty 12
Tongsqty 8
Measuring cupsqty 2

Market supplies

Booth numbersqty 30
Price tagsqty 500
Sticky notesqty 20
Pensqty 30
Markersqty 12
Clipboardsqty 6
Cash boxesqty 4
Change boxesqty 4
Wristbandsqty 250
Route arrowsqty 20
Information boardsqty 6
Bollardsqty 12
Barrier tapeqty 4
Cleats blocksqty 4
Umbrellasqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Tips

Publish the date, opening hours and registration form before contacting vendors, then allow at least two weeks to collect registrations and dietary requirements. This gives you time to process entries and confirm table reservations.
Finalize the vendor list before creating the market map. Assign every pitch a location and send setup instructions at least three days before the fair, including arrival details and what each vendor should bring.
Check power and lighting before setup day. Count extension cords, power strips, cable mats, LED lamps and battery lanterns, and keep cables away from walkways rather than solving this while visitors are arriving.
Prepare signage and price tags in advance, then sort the printed materials into clearly labelled boxes. A market map, stall markers and chalkboards should be ready before tables and tents are unloaded.
Plan refreshments by service time, not just by shopping list. Chill drinks, prepare snacks, check coffee machines and kettles, and put change, the payment terminal and serving trays together before opening.

Frequently asked questions

How far in advance should I organize a home fair?: Start planning at least four to six weeks before the fair. Publish the date and opening hours early, open registration, and leave the final week for vendor confirmations, the market map, supplies and setup instructions.
When should I send home fair setup instructions to vendors?: Send them at least three days before the event, after pitches and arrival details are confirmed. Include the assigned location, setup time, table arrangements and any access or power information.
How many tables do I need for a home fair?: Count one table or pitch for every confirmed reservation, then keep two or three spare tables if storage and space allow. Confirm the final number after registrations close so the market map matches the equipment available.
When should I check the weather for an outdoor home fair?: Check the forecast seven days before the fair to identify risks, then check again 24 hours before setup. Use the final check to confirm party tents, lighting, cable protection and any changes to the layout.

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.