How to organise a butchers' fair from the ground up

A butchers' fair needs more than exhibitors and display counters. Start by fixing the venue and date, then build the floor plan before you invite businesses, so every booth has a workable space and power supply. Chilled meat, refrigerated transport and storage need firm deadlines, while dietary requirements and catering must be collected early. In the final week, focus on badges, maps, exhibitor instructions, stock and a safety check rather than leaving them to the morning of the fair.

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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
Set the venue and date
2 people
2
Create the trade show floor plan
2 people
3
Contact exhibitors
2 people
4
Register exhibitors
2 people
5
Assign Booth Space
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Publish the program
2 people
11
Book catering
2 people
12
Reserve refrigerated transport
13
Send parking information
14
Prepare name badges
2 people
15
Print maps
16
Send exhibitor letter
17
Print the registration list
18
Check stock
2 people
19
Do the shopping
3 people
20
Receive meat chilled
3 people
21
Store meat refrigerated
2 people
22
Prepare promotional materials
2 people
23
Sort booth materials
3 people
24
Open venue
2 people
25
Conduct a safety check
2 people
26
Set up tables and chairs
6 people
27
Build stage walls
6 people
28
Connect the coolers
3 people
29
Set up stalls
6 people
30
Hang up signage
3 people
31
Hang up decorations
3 people
32
Prepare tasting dishes
5 people
33
Portion the meat
4 people
34
Display cold products
3 people
35
Prepare hot snacks
4 people
36
Chill drinks
2 people
37
Set up coffee station
2 people
38
Set up registration desk
2 people
39
Welcome exhibitors
3 people
40
Prepare badge distribution
2 people
41
Carry out the final hygiene check
2 people

Event

42
Open the doors
3 people
43
Register visitors
3 people
44
Direct visitors
2 people
45
Support exhibitors
2 people
46
Serve tastings
5 people
47
Serve hot snacks
3 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Replenish buffets
3 people
51
Record temperatures
2 people
52
Empty trash bins
2 people
53
Clean tables in between
2 people
54
Restock chilled supplies
2 people
55
Serve the final tasting
3 people
56
See visitors out
3 people

Aftercare

57
Have exhibitors dismantle their booths
4 people
58
Package unused food
3 people
59
Put refrigerated items back
2 people
60
Collect tableware
3 people
61
Separate waste
3 people
62
Dismantle booth materials
6 people
63
Clear tables and chairs
6 people
64
Clean coolers
3 people
65
Wash dishes
3 people
66
Clean the venue
5 people
67
Remove decorations
3 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Remove residual waste
2 people
71
Register lost and found items
72
Hand over the venue
2 people

What to bring

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

Furniture

Fair countersqty 4
Tablesqty 18
High tablesqty 8
Chairsqty 80
Display wallsqty 24
Tableclothqty 24
Clothes racksqty 4

Tableware

Platesqty 150
Dessert platesqty 150
Coffee cupsqty 100
Glassesqty 180
Knivesqty 120
Forksqty 120
Teaspoonsqty 80
Serving spoonsqty 20

Equipment

Refrigeratorsqty 4
Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 2
Contact grillsqty 2
Induction hobsqty 2
Power stripsqty 12
Extension cordsqty 12
Digital thermometersqty 6

Kitchen

Cutting boardsqty 12
Chef's knivesqty 12
Meat Tongsqty 12
Mixing bowlsqty 8
Serving plattersqty 24
Serving trays with lidsqty 12
Measuring cupsqty 4
Aluminum traysqty 30
Food containersqty 24
Cooling platesqty 18
Cut-resistant glovesqty 12
Disposable glovesqty 400
Hair netsqty 100
Apronsqty 20
Serving plattersqty 24

Decorations

Trade show bannersqty 8
Buntingqty 12
Table décorqty 24
Name card holdersqty 30
Directional signsqty 16
Backdrop clothsqty 8

Lighting

LED lampsqty 12
Light cablesqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning spraysqty 6
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the floor plan before confirming exhibitors. Allow space for fair counters, tables, display walls, queues and storage, then assign each booth a location and check where extension cords and power strips are needed.
Give exhibitors a firm registration deadline at least two weeks before the fair. Use the final list to prepare name badges, print maps, publish the programme and send parking information without last-minute changes.
Treat meat as a timed cold-chain delivery. Reserve refrigerated transport in advance, receive the meat chilled, and move it straight into refrigerators or coolers; check temperatures with digital thermometers on arrival and during storage.
Plan food service around both sampling and seating. Count plates, dessert plates, coffee cups, glasses, cutlery and serving utensils, and confirm dietary requirements before booking catering so suitable options are available on the day.
Open the venue early enough for setup and checks. Sort booth materials, position furniture and equipment, test coffee machines, kettles, contact grills and induction hobs, then complete a safety check before exhibitors and visitors arrive.

Frequently asked questions

How far in advance should I organise a butchers' fair?: Set the venue and date at least 8 to 12 weeks ahead. Contact exhibitors early, close registrations around 2 weeks before the fair, and use the final week for badges, maps, stock and logistics.
When should meat arrive for a butchers' fair?: Arrange delivery as close to setup as practical, usually on the day before or the morning of the fair. Use refrigerated transport, check the delivery with a digital thermometer, and store the meat immediately in refrigerated equipment.
How do I plan the layout for a butchers' fair?: Create the floor plan before assigning booths. Leave clear routes for visitors and chilled deliveries, allow room for queues and display materials, and check every exhibitor's need for tables, counters, power and refrigeration.
What should be ready on the morning of the fair?: Have the registration list, badges, maps, programme and exhibitor letter printed before doors open. Complete furniture and equipment setup, check stock and electrical connections, and finish the safety inspection at least 60 minutes before arrival.

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.