How to organise a camping fair

A camping fair works best when the site plan, exhibitor information and practical setup are settled before anyone arrives. Start by confirming the booth layout, then manage registrations, assign pitch locations and send visitors clear information. On setup day, check emergency exits before placing tables, counters, tents and display racks. Allow time for badges, leaflets, signage and power checks; these small details are often left until the fair is already busy.

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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
Confirm booth layout
2 people
2
Invite participants
2 people
3
Process registrations
2 people
4
Confirm exhibitors
2 people
5
Collect dietary requirements
6
Send visitor information
7
Create exhibitor list
8
Assign pitch locations
2 people
9
Print floor plan
10
Prepare visitor badges
2 people
11
Prepare exhibitor badges
12
Assemble information leaflets
2 people
13
Set out promotional materials
14
Check stock of groceries
15
Do the shopping
2 people
16
Collect materials
3 people
17
Bring materials to the venue
3 people
18
Check the venue and emergency exits
2 people
19
Mark the floor
3 people
20
Set up stand tables
4 people
21
Place chairs and counters
3 people
22
Set up demo tents
4 people
23
Place display racks
2 people
24
Lay out tablecloths
2 people
25
Hang up stand numbers
2 people
26
Put up route signs
2 people
27
Set up the registration table
2 people
28
Set up coffee station
2 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Connect power points
2 people
32
Cover cables safely
2 people

Event

33
Welcome exhibitors
3 people
34
Open visitor registration
3 people
35
Welcome visitors
3 people
36
Direct visitors to booths
2 people
37
Lead camping demonstrations
2 people
38
Serve coffee and tea
2 people
39
Serve snacks
2 people
40
Refill drinks
2 people
41
Collect tableware
2 people
42
Empty trash bins
2 people
43
Check toilets
44
Restock the information desk
45
Inform last visitors
2 people
46
Ensure visitors leave safely
3 people

Aftercare

47
Have exhibitors unload
3 people
48
Take down demonstration tents
4 people
49
Collect stand materials
4 people
50
Clear tables and chairs
4 people
51
Wash dishes
2 people
52
Collect waste
3 people
53
Clean the venue
3 people
54
Disconnect equipment
2 people
55
Return materials
3 people
56
Empty and clean coolers
2 people
57
Store leftover stock
2 people
58
Sort lost property

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 14
Folding chairsqty 36
Countersqty 2
Display racksqty 12
Clothes racksqty 2
Bollardsqty 8
Barrier tapeqty 4
Tableclothsqty 14

Decorations

Booth numbersqty 20
Route signsqty 12
Trade show bannersqty 4
Decorative flagsqty 12
Tapeqty 8
Cable tiesqty 100
Name badgesqty 180
Badge holdersqty 180

Equipment

Extension cordsqty 14
Power stripsqty 14
Cable matsqty 12
Label printer
Walkie-talkiesqty 6
Power banksqty 6
Flashlightsqty 4

Lighting

LED work lightsqty 6
String lightsqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Glassesqty 120
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Hand sanitizer holdersqty 6
First aid kitsqty 2

Catering

Groceries

Tips

Freeze the booth layout before printing the floor plan. Assign every exhibitor a pitch location and put the booth number at the space, so arrivals do not need to queue for directions.
Set a registration deadline at least 7 days before the fair. Use the final exhibitor list to prepare badges, collect dietary requirements and send one accurate visitor information message.
Check the venue and emergency exits before setting out furniture. Mark routes with signs, bollards or barrier tape, and keep cable mats over every extension cord crossing a walkway.
Build the site in a fixed order: mark the floor, place tables and counters, then add chairs, tents, display racks and tablecloths. Leave promotional materials and leaflets until the main furniture is stable.
Test power, lighting and communication equipment before exhibitors arrive. Check extension cords, power strips, LED work lights, walkie-talkies and power banks, and keep flashlights available for late setup.

Frequently asked questions

How early should I start organising a camping fair?: Start at least 6 to 8 weeks before the fair if exhibitors need to register. Confirm the layout and invitations first, then set a registration deadline about 7 days before the event.
How do I plan the layout for a camping fair?: Draw the floor plan before buying or moving furniture, including party tents, tables, counters, display racks and clear visitor routes. Assign each pitch a number and print the final plan once registrations close.
What should I prepare for camping fair exhibitors?: Prepare an exhibitor list, pitch assignments, exhibitor badges and practical arrival information. Aim to send the final details at least 3 days before the fair, including where to unload materials and when setup starts.
When should I check power and lighting at a camping fair?: Check all power and lighting equipment during setup, before exhibitors connect their own equipment. Test extension cords and power strips, cover cables with cable mats, and switch on LED work lights and string lights before dusk.

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.