How to organise a children's fair from start to finish

A children’s fair works best when you treat it as two events at once: a small market for exhibitors and a supervised activity day for families. Start with the date, venue layout and exhibitor capacity before opening registration. Then build the programme around your available volunteers, power supply and stall space. The details most often missed are dietary information, clear arrival instructions, payment arrangements and enough time to chill drinks and prepare activity areas.

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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 people
2
Work out the trade fair layout
2 people
3
Contact exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm exhibitors
2 people
9
Make reservations
10
Assign volunteers
2 people
11
Create activity schedule
2 people
12
Print floor plan
13
Make information signs
2 people
14
Post the program online
15
Confirm suppliers
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Print registration lists
20
Sort materials
3 people
21
Set up tables and chairs
4 people
22
Mark stalls
2 people
23
Welcome exhibitors
3 people
24
Build stands
6 people
25
Set up children’s activities
4 people
26
Set up the cutting and craft table
2 people
27
Set up play area
2 people
28
Set up the photo area
2 people
29
Set up catering table
3 people
30
Set up coffee station
2 people
31
Set up the cloakroom
2 people
32
Set up the entrance and ticket desk
3 people
33
Put up signage
2 people
34
Test sound and lighting
2 people
35
Check toilets
36
Conduct a safety check
2 people
37
Brief volunteers
2 people

Event

38
Staff the entrance
2 people
39
Staff the cloakroom
2 people
40
Welcome visitors
3 people
41
Supervise children's activities
5 people
42
Hand out craft materials
2 people
43
Support the play area
2 people
44
Guide the photo area
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Keep catering tables clean
2 people
49
Support exhibitors
2 people
50
Announce the program
51
Take care of missing children
2 people
52
Empty trash bins
2 people
53
Check toilets periodically
54
Inform last visitors
2 people
55
Manage coat check
2 people
56
Close the register
2 people
57
Check out exhibitors
2 people

Aftercare

58
Take down stalls
6 people
59
Collect materials
4 people
60
Wash dishes
3 people
61
Sort and remove waste
3 people
62
Clean the venue
4 people
63
Clean the restrooms
2 people
64
Return borrowed items
2 people
65
Store leftover stock
2 people
66
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 12
Tablesqty 18
Chairsqty 60
Bar stoolsqty 6
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Scissorsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Payment terminalqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Cooler cratesqty 4

Decorations

Balloonsqty 200
Buntingqty 20
Tableclothsqty 18
Name badgesqty 40
Directional signsqty 12
Photo backdrop

Sports equipment

Coloring pagesqty 150
Colored pencilsqty 80
Markersqty 60
Craft matsqty 6
Building blocksqty 4
Puzzlesqty 8
Board gamesqty 10
Ballsqty 12
Hoopsqty 8
Play matsqty 6

Cleaning

Cleaning bucketsqty 4
Microfiber clothsqty 20
Broomqty 3
Litter pickersqty 2

Lighting

LED light stringsqty 8
LED lampsqty 10

Catering

Groceries

Tips

Fix the layout before inviting exhibitors. Mark every stall, activity zone, entrance, information point and waste bin on a floor plan, then print copies for volunteers and exhibitors.
Set a registration deadline at least 7 days before the fair. Use the final list to confirm exhibitors, collect dietary requirements and prepare name labels, stall assignments and arrival information.
Schedule children’s activities in blocks of 30–45 minutes, with a named volunteer responsible for each one. Keep a short gap between activities so materials can be reset and children can move safely.
Check power and equipment at least 3 days beforehand. Count extension cords and power strips, test coffee machines and speakers, and confirm that the payment terminal works where exhibitors need it.
Prepare food and drinks in two stages: buy non-perishables several days ahead, then chill drinks and prepare snacks on the day. Plan roughly two reusable cups per child and adult if washing facilities are limited.

Frequently asked questions

How long does it take to organise a children's fair?: Allow 6–8 weeks for a fair with multiple exhibitors and children’s activities. Use the first 2 weeks for the date, venue, layout and exhibitor invitations, then keep the final 7 days for registrations, supplies and volunteer briefings.
How many volunteers do I need for a children's fair?: Plan on 1 volunteer for every active children’s area, plus 2 people for welcome and registration. For example, three activity zones usually need at least 5 volunteers, with one coordinator available to cover breaks and problems.
When should I open registration for a children's fair?: Open registration 3–4 weeks before the event and close it 7 days beforehand. That gives you time to process registrations, confirm exhibitors, collect dietary requirements and print the final registration lists.
What should I prepare the day before a children's fair?: Sort materials, print signs and the floor plan, check the microphone and payment terminal, and pack supplies into labelled boxes the day before. Leave tables, chairs, stalls and activity equipment for setup on the event morning unless the venue allows secure overnight access.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.