How to organise a camping fair from start to finish

Start by fixing the date and venue, then build the exhibitor list before planning the visitor experience. A camping fair needs more than stalls: you also need a workable layout, parking information, demonstrations, registration, catering and a reliable power plan. Work backwards from opening time so printed materials, supplier deliveries and volunteer shifts are confirmed before setup day. The most common problems are late exhibitor replies, unclear unloading arrangements and too few sockets or signs.

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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 date and location
2
Work out the trade fair layout
2 people
3
Compile exhibitor list
4
Invite exhibitors
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Order catering
10
Assign exhibitor spaces
2 people
11
Prepare parking information
12
Compile program
2 people
13
Document demonstrations
2 people
14
Prepare the map
15
Design signs and badges
16
Prepare visitor registration
2 people
17
Schedule volunteers
18
Confirm suppliers
19
Have printed materials made
20
Check stock
2 people
21
Do the shopping
2 people
22
Prepare materials
3 people
23
Open venue
2 people
24
Cordon off the loading and unloading area
2 people
25
Set up tables and chairs
4 people
26
Mark exhibitor booths
2 people
27
Build party tents
4 people
28
Connect power points
2 people
29
Hang lighting
2 people
30
Set up signage
2 people
31
Set up registration desk
2 people
32
Set out information materials
2 people
33
Set up the demo area
3 people
34
Welcome exhibitors
3 people
35
Check exhibitor booths
2 people
36
Set up the coffee station
2 people
37
Set out snacks
2 people
38
Brief the registration team
39
Check the safety routes
2 people

Event

40
Open the doors
2 people
41
Register visitors
3 people
42
Distribute program
2 people
43
Support exhibitors
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Lead the camping equipment demonstration
2 people
49
Guide the tent-pitching workshop
2 people
50
Answer questions at the information desk
2 people
51
Monitor visitor flow
2 people
52
Check toilets periodically
53
Check the lighting
54
Announce evening program
55
Inform last visitors
2 people
56
Close doors
2 people

Aftercare

57
Have exhibitors dismantle their booths
4 people
58
Gather exhibition materials
3 people
59
Clear tables and chairs
4 people
60
Switch off equipment
2 people
61
Dismantle lighting
2 people
62
Collect waste
3 people
63
Wash dishes
2 people
64
Clean coffee station
2 people
65
Clean the venue
4 people
66
Return borrowed materials
2 people
67
Store leftover stock
2 people
68
Check deposit materials
69
Register lost property
70
Respond to visitor messages
71
Thank exhibitors
72
Collect invoices and receipts
73
Archive photos and files

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Chairsqty 80
High tablesqty 6
Folding chairsqty 12
Clothes racksqty 6
Bollardsqty 12
Barrier tapeqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Laptopsqty 3
Tabletsqty 3
Payment terminalsqty 3
Printersqty 2
Screensqty 4
Portable speakersqty 2
Microphonesqty 2
Power banksqty 6
Walkie-talkiesqty 8
Charging stationsqty 4
USB sticksqty 4
Spare batteriesqty 24
Tool casesqty 3
Hammerqty 4
Screwdriver setsqty 3
Hand trucksqty 2
Laddersqty 2

Lighting

LED string lightsqty 8
LED lampsqty 12
Outdoor lightsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Serving jugsqty 6
Cooling matsqty 8

Decorations

Tableclothsqty 18
Banner standsqty 6
Buntingqty 10
Plantersqty 8
Notice boardsqty 6
Brochure holdersqty 12
Name badgesqty 120
Wristbandsqty 400
Exhibitor badgesqty 80
Print panelsqty 20
Program boardsqty 6
Route arrowsqty 20
Information bannersqty 8
Whiteboardsqty 4
Markersqty 12
Tapeqty 12
Cable tiesqty 100
Scissorsqty 6
Pen setsqty 12
Notepadsqty 12

Catering

Groceries

Cleaning

Trash binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand sanitizerqty 8
Toilet brushesqty 4

Camping gear

Demonstration tentsqty 4
Sleeping bagsqty 6
Camping chairsqty 8
Camping tablesqty 4
Cooking stovesqty 3
Camping lampsqty 8
Coolers for demoqty 4
Backpacksqty 6

Tips

Set the layout before assigning spaces. Leave clear routes between market stalls, party tents and demonstration areas, and keep the loading and unloading zone separate from visitor parking.
Give exhibitors a firm registration deadline, then send space assignments and parking instructions together. Collect dietary requirements at the same time so catering can be ordered with accurate numbers.
Plan power on paper rather than on the day. Mark where coffee machines, kettles, screens, printers and payment terminals will be used, then match them with extension cords, power strips and cable reels.
Prepare the visitor journey before printing anything. Registration, the map, badges, signs and the programme should use the same names and locations, so visitors can find demonstrations without asking volunteers repeatedly.
Schedule setup in reverse from opening time. Allow separate time for supplier checks, tables and chairs, lighting, sound, registration equipment and a final walk-through; keep the loading area cordoned off until heavy deliveries are finished.

Frequently asked questions

How far in advance should I organise a camping fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow several weeks for exhibitor invitations, registrations, space assignments, catering and printed materials.
How do I plan the layout for a camping fair?: Draw the layout before inviting exhibitors and include every fixed area: stalls, tents, demonstrations, registration, catering, toilets, parking and loading. Leave at least one clearly signed route through the fair and keep cables out of visitor walkways.
When should exhibitors receive their stall assignments?: Send assignments around 2 to 3 weeks before the event, after registrations have been checked. Include the stall location, arrival time, unloading instructions, parking information and any power or table requirements in the same message.
How many volunteers do I need for a camping fair?: For a small fair, plan on at least 1 volunteer for registration, 1 for exhibitor support and 1 for general visitor questions during opening hours. Add separate setup help for the final 2 to 3 hours before doors open, especially if furniture and equipment must be moved.

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.