How to organise a Care Volunteers Fair

A Care Volunteers Fair needs a clear structure before you start inviting people. Set the date, book an accessible venue and build the programme around care organisations, volunteer recruitment and practical workshops. Then open registration early enough to estimate attendance, confirm exhibitors and arrange catering. The details that cause problems are usually found in the final week: an incomplete floor plan, missing equipment, unclear volunteer shifts and dietary requirements collected 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
Reserve venue
2
Set the date and program
2 people
3
Invite care organizations
2 people
4
Recruit volunteers
2 people
5
Open the registration form
6
Send invitations
2 people
7
Publish promotional text
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm exhibitors
2 people
11
Plan workshops
2 people
12
Confirm workshop leaders
13
Create the booth layout
2 people
14
Create the volunteer schedule
2 people
15
Order catering
16
Reserve equipment
17
Check accessibility
2 people
18
Work out the floor plan
19
Design signage
20
Print the program
2 people
21
Prepare name badges
2 people
22
Print the visitor list
23
Assemble info packs
3 people
24
Bundle exhibitor materials
2 people
25
Test the equipment
2 people
26
Check stock
2 people
27
Do the shopping
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people

Event

30
Open venue
2 people
31
Set up tables and chairs
5 people
32
Set up exhibition walls
3 people
33
Welcome exhibitors
3 people
34
Hand Out Booth Materials
2 people
35
Set up registration desk
2 people
36
Set up coffee station
2 people
37
Set up workshop rooms
3 people
38
Hang up signage
2 people
39
Connect the sound system
2 people
40
Brief volunteers
2 people
41
Staff the reception desk
2 people
42
Register visitors
2 people
43
Explain the program
44
Support exhibitors
2 people
45
Serve coffee and tea
3 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Guide the workshop room
2 people
49
Support presentation materials
50
Direct visitors to workshops
51
Execute break schedule
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Answer visitor questions
2 people
55
Collect photo materials
56
Lead the final workshop
2 people
57
Wave goodbye to visitors
2 people
58
Check out exhibitors
2 people
59
Collect booth materials
3 people

Aftercare

60
Clear tables and chairs
5 people
61
Remove decorations
2 people
62
Wash dishes
3 people
63
Clean the kitchen
2 people
64
Collect waste
3 people
65
Leave venue clean
4 people
66
Switch off equipment
2 people
67
Return borrowed items
2 people
68
Store leftover stock
2 people
69
Send thank-you message
70
Share photos with exhibitors

What to bring

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

Furniture

Foldable tablesqty 18
Chairsqty 120
Registration desk
Bar stoolsqty 4
Clothes racksqty 4
Waste binsqty 8
Party tentsqty 2

Equipment

Laptopqty 2
Projectorqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6

Tableware

Coffee cupsqty 120
Drinking glassesqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130
Teaspoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Coolersqty 4
Serving trays with lidsqty 6
Pliersqty 6

Decorations

Display wallsqty 12
Tableclothsqty 18
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 8
Chalkboardsqty 10
Pensqty 60
Name badgesqty 140
Badge holdersqty 140
Clipboardsqty 8
Directional signsqty 20
Program standsqty 8

Lighting

LED lampsqty 10
String lightsqty 6
Battery lanternsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the venue, date and programme before contacting exhibitors. Allow at least 8–12 weeks so organisations have time to confirm their booth, workshop or volunteer team.
Open registration as soon as the basic programme is stable, ideally 6 weeks before the fair. Ask for dietary requirements on the form and set a clear closing date, such as 10 days before the event.
Design the floor plan before ordering furniture and equipment. Place the registration desk at the entrance, leave clear routes for wheelchair users, and check that every booth has the table, chairs and power access it needs.
Give each volunteer a timed shift rather than asking for general help. A useful minimum is one person at registration, one floor contact and one equipment contact during each busy period.
Finish printed materials and technical checks several days early. Print the visitor list, programme and name badges 2–3 days beforehand, then test the projector, screens, microphones, speakers and extension cords before doors open.

Frequently asked questions

How far in advance should I organise a Care Volunteers Fair?: Start planning 8–12 weeks before the fair. Book the venue and set the date first, then allow time for exhibitor confirmations, volunteer recruitment, registration, workshop planning and catering.
When should registration open for a Care Volunteers Fair?: Open registration around 6 weeks before the event, once the venue and main programme are confirmed. Close it about 10 days beforehand so you can print the visitor list and give the caterer a reliable headcount.
How many volunteers do I need to run the fair?: Plan at least three active roles during busy periods: registration, floor support and equipment or speaker support. Add one volunteer for every 25–30 expected visitors if the fair has several booths or workshops.
When should I confirm catering and dietary requirements?: Collect dietary requirements through the registration form and send the final numbers to the caterer 7–10 days before the fair. Order enough service items, including cups, glasses, plates, cutlery and serving utensils, for the confirmed attendance plus a small buffer.

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.