How to organise a baby fair without missing the details

Start by fixing the fair date and opening registrations before you book every practical detail. Once exhibitors and visitors begin signing up, collect dietary requirements, confirm participants and build a clear stall plan. Prepare the programme, speaker arrangements and visitor information early, then brief exhibitors separately so they know when and where to arrive. On the day, keep the loading zone clear and set up the information desk before exhibitors arrive. The plan below covers the full sequence, including the equipment people often remember too late.

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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

1
Publish fair date
2
Send invitations
2 people
3
Open registrations
4
Confirm participants
5
Collect dietary requirements
6
Create exhibitor list
2 people
7
Assign stalls
2 people
8
Compile program
2 people
9
Confirm speakers
10
Make reservations
11
Order catering
2 people
12
Order print materials
13
Prepare badges
2 people
14
Email visitor information
15
Email exhibitor briefing
16
Check the shopping list
2 people
17
Collect materials
3 people
18
Do the shopping
2 people
19
Buy chilled goods
2 people
20
Sort decorations
2 people

Event

21
Open venue
2 people
22
Clear the loading zone
3 people
23
Set up tables and chairs
4 people
24
Set up exhibition booths
6 people
25
Set up the information desk
2 people
26
Set up the changing area
2 people
27
Set up feeding area
2 people
28
Set up kids' corner
2 people
29
Put up signage
2 people
30
Hang up decorations
3 people
31
Test sound equipment
2 people
32
Set out coffee and tea
2 people
33
Set out snacks
3 people
34
Welcome exhibitors
3 people
35
Help exhibitors set up
4 people
36
Staff the registration table
2 people
37
Welcome visitors
2 people
38
Distribute program
2 people
39
Supervise kids' area
2 people
40
Check changing area
41
Check the food service area
42
Serve coffee and tea
2 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Empty trash bins
2 people
46
Check toilets
47
Restock supplies
2 people
48
Announce the workshops
49
Support workshops
2 people
50
Assist at the photo spot
51
Register lost and found items
52
Wave goodbye to visitors
2 people
53
Have exhibitors dismantle their booths
3 people

Aftercare

54
Clean up catering
3 people
55
Wash dishes
2 people
56
Collect waste
3 people
57
Put furniture back
4 people
58
Remove decorations
2 people
59
Clean the venue
4 people
60
Count materials
2 people
61
Return rental items
2 people
62
Store leftover stock
2 people
63
Handle lost and found
64
Send thank-you message

What to bring

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

Furniture

Fair partitionsqty 24
Standing tablesqty 24
Foldable tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Dressing tablesqty 3
Coat racksqty 4
Storage cabinetsqty 4
Lounge chairsqty 4
Children's chairsqty 4
Changing tablesqty 3
Feeding chairsqty 4
Barrier postsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2
Cash boxesqty 2

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Coolersqty 4

Decorations

Balloon archesqty 2
Balloonsqty 150
Tableclothsqty 36
Flower arrangementsqty 8
Photo backdrop
Decorative garlandsqty 12
Stand signsqty 24
Name plate holdersqty 30
Chalkboardsqty 6
Table décorqty 12
Toysqty 30
Play matsqty 6
Baby booksqty 20

Lighting

LED string lightsqty 8
LED lampsqty 8
Desk lampsqty 6

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Hand broomsqty 3
Cleaning glovesqty 12
Sanitizer pumpsqty 8
Toilet brushesqty 4

Catering

Groceries

Paper goods

Program leafletsqty 300
Name badgesqty 100
Wristbandsqty 300
Registration formsqty 150
Feedback cardsqty 150
Pensqty 40
Clipboardsqty 8
Notepadsqty 12
A4 paperqty 2
Tapeqty 12
Labelsqty 300
Arrow stickersqty 40

Safety

First aid kitsqty 2
Flashlightsqty 4
Cable matsqty 12
Emergency exit signsqty 6
Barrier tapeqty 4
Fire blanketsqty 2

Other

Hand trucksqty 2
Storage boxesqty 12
Tool casesqty 2
Scissorsqty 12
Cable tiesqty 200
Spare batteriesqty 24
Umbrella binsqty 2

Tips

Set a registration deadline at least 10 days before the fair. Use the final list to confirm exhibitors, assign stalls and prepare badges instead of making last-minute changes at the venue.
Create the stall layout before ordering print materials. Leave clear routes for prams and include space for changing tables, feeding chairs and children’s chairs where visitors will need them.
Send visitor information and the exhibitor briefing no later than 3 days before the fair. Include arrival times, stall assignments, parking or unloading instructions and the programme schedule.
Check power and presentation equipment at least 48 hours in advance. Count extension cords and power strips, then test the microphones, speakers, laptop, projector and projection screen together.
Plan chilled catering separately from dry supplies. Buy chilled goods as close to opening as practical, keep them in refrigerators or coolers, and allow time to place coffee machines, kettles, cups and serving items before guests arrive.

Frequently asked questions

How far in advance should I organise a baby fair?: Start planning at least 8 weeks before the fair, especially if you need exhibitors, speakers and printed materials. Open registrations early and set a firm confirmation deadline about 10 days before the event.
When should exhibitors receive their stall assignments?: Send stall assignments with the exhibitor briefing at least 3 days before the fair. Finalise the layout after registrations close so you can avoid moving tables and partitions on the day.
How do I plan a baby fair for prams and young children?: Reserve clear routes through the venue and avoid placing tables in narrow entry areas. Add changing and feeding facilities to the layout before furniture is delivered, and check access during setup rather than after opening.
When should I buy food and chilled drinks for a baby fair?: Buy dry goods once the final numbers are known, usually 5 to 7 days before the fair. Buy chilled goods on the day before or the morning of the event, depending on storage capacity and the serving time.

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