How to organise a children's fair

A children’s fair works best when you treat it as three events running together: a stall market, a programme of activities and a small catering operation. Start with the venue layout and vendor process, then build the activity schedule around the space and available materials. Confirm food, power and payment arrangements before invitations go out. In the final week, print signs, assign stalls, prepare change and check every table, chair, cable and cooler before opening.

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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 the venue and room layout
2
Draft vendor terms
2 people
3
Create a vendor registration form
4
Send invitations
2 people
5
Announce children's activities
6
Register vendors
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm supplier agreements
10
Create activity schedule
2 people
11
Assign stalls
2 people
12
Print vendor list
13
Send route and parking information
14
Create price lists and signs
2 people
15
Print signage
16
Create a cash and change plan
2 people
17
Sort activity materials
2 people
18
Check Catering Supplies
2 people
19
Do the shopping
2 people
20
Purchase refrigerated products
2 people
21
Prepare seller information
2 people
22
Create table numbers
23
Open and inspect the venue
2 people
24
Set up tables and chairs
4 people
25
Mark the sales areas
2 people
26
Set up kids' corner
3 people
27
Set up craft tables
3 people
28
Build the catering point
3 people
29
Chill drinks
2 people
30
Hang decorations
3 people
31
Hang up signage
2 people
32
Test sound equipment
2 people
33
Carry out safety checks
2 people
34
Set up the registration table
2 people

Event

35
Receive vendors
4 people
36
Guide vendors to their stands
3 people
37
Distribute vendor badges
2 people
38
Conduct the final room check
3 people
39
Welcome visitors
4 people
40
Staff entry and information
2 people
41
Supervise children's activities
4 people
42
Restock craft supplies
2 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Empty trash bins
2 people
47
Check toilets
48
Register lost and found items
49
Make a round of the sales tables
2 people
50
Handle program announcements
51
Inform last visitors
2 people
52
Have vendors pack up
3 people
53
Close the register
2 people

Aftercare

54
Clear tables and chairs
4 people
55
Remove decorations
3 people
56
Clear the children's area
3 people
57
Wash dishes
2 people
58
Pack catering supplies
2 people
59
Collect and remove waste
3 people
60
Clean the hall and entrance
4 people
61
Clean the restrooms
2 people
62
Store lost and found items securely
63
Count and pack materials
2 people
64
Return borrowed materials
2 people
65
Remove unsold items
2 people
66
Inform vendors about lost items
67
Return venue keys
68
Archive photos and documents

What to bring

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

Furniture

Market stallsqty 24
Tablesqty 12
Chairsqty 50
Beer tablesqty 4
Clothes racksqty 8
Storage boxesqty 12
Stoolsqty 8
Children's chairsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Cash machinesqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Bluetooth speaker

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Pouring jugsqty 6
Cooler tongsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Measuring cupsqty 3

Decorations

Balloonsqty 200
Balloon archesqty 2
Tableclothsqty 20
Buntingqty 10
Directional signsqty 12
Name badgesqty 60
Booth numbersqty 30
Wristbandsqty 200

Sports equipment

Play matsqty 8
Building blocksqty 4
Picture booksqty 30
Colored pencilsqty 12
Coloring pagesqty 150
Children's apronsqty 20
Table easelsqty 6

Cleaning

Broomqty 2
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Waste binsqty 10
Toilet brushesqty 3

Safety

First aid kitsqty 2
Conesqty 12
Barrier tapeqty 4
Flashlightsqty 4

Catering

Groceries

Tips

Set the layout before registering vendors. Mark the sales areas, place tables and chairs on a floor plan, and leave clear routes between stalls, activities and catering so late changes do not create blocked walkways.
Give vendors one clear information pack at registration. Include their stall number, arrival time, route and parking details, payment arrangements and any table or power requirements; send the final vendor list after assignments are confirmed.
Publish the children’s activity schedule before the fair. Allow time between activities for children to move and staff to reset materials, and keep a printed copy at the welcome point as well as near the activity area.
Create the cash and change plan at least 3 days before opening. Decide which stalls use cash boxes or cash machines, prepare separate change, and keep payment equipment and extension leads in labelled boxes rather than unpacking them on the morning.
Buy and prepare chilled catering items close to the event. Check refrigerated products, cups, plates, cutlery, serving trays, thermos flasks and coolers together, then inspect the venue and test sound, microphones and power before vendors arrive.

Frequently asked questions

How far in advance should I organise a children's fair?: Start at least 6 to 8 weeks before the fair. Use the first two weeks for the venue, layout and vendor terms, then allow several weeks for registrations, activities, catering and printed information.
When should I assign stalls at a children's fair?: Assign stalls 7 to 10 days before opening, after vendor registrations and requirements are processed. Print the vendor list and table numbers once assignments are final so vendors do not receive conflicting information.
How many activities should a children's fair have?: Plan activities in timed blocks rather than leaving them open-ended. A practical starting point is 4 to 6 activities across the day, with 10 to 15 minutes between blocks for movement, supervision and resetting materials.
When should I prepare food and drinks for a children's fair?: Buy refrigerated products 1 to 2 days before the fair, depending on their shelf life, and keep them chilled until service. Check catering supplies the day before and set out cups, plates, cutlery and serving equipment only after the venue is ready.

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.