How to organise a church fair

A church fair needs more than stalls and homemade cakes. Start by fixing the date and location, then work through permissions, insurance, vendors and the site layout before inviting visitors. Most last-minute problems come from unclear pitch assignments, missing power access, insufficient change or chilled storage arranged too late. Use the plan to coordinate the programme, volunteers, food service and access details in a sensible order, with the final checks completed before setup day.

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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
Set date and location
2 people
2
Arrange permits and notifications
3
Check insurance
4
Draw the stall layout
2 people
5
Invite vendors
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Reserve stalls and tents
10
Arrange waste collection
11
Check power outlets
2 people
12
Confirm the vendor list
13
Assign pitch locations
2 people
14
Compile program
2 people
15
Recruit volunteers
2 people
16
Assign volunteers
2 people
17
Share route and parking information
18
Check the weather forecast
19
Arrange keys and access
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Store stock chilled
2 people
23
Prepare snacks
4 people
24
Set up the coffee and tea station
2 people
25
Prepare the cash box and change
2 people
26
Print cash register forms
27
Prepare name badges
28
Set up tents
6 people
29
Set up the stalls
6 people
30
Set up tables
6 people
31
Set up chairs
4 people
32
Connect power and cables
2 people
33
Hang lighting
3 people
34
Hang decorations
4 people
35
Receive vendors
3 people
36
Escort vendors to booths
3 people
37
Set up food stalls
4 people
38
Chill drinks
3 people
39
Set out snacks
4 people
40
Make coffee and tea
2 people
41
Hang up price lists
2 people
42
Test payment points
2 people
43
Place waste bins
2 people
44
Check toilets
2 people
45
Check the grounds and walkways
3 people

Event

46
Welcome visitors
3 people
47
Staff the information desk
2 people
48
Staff the cash register
2 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Restock food supplies
2 people
53
Keep tables clean
2 people
54
Empty trash bins
2 people
55
Clean the toilets in between
2 people
56
Turn on lighting
57
Make the final announcement
58
Check out vendors
2 people
59
Close the register
2 people
60
Dismiss vendors
3 people

Aftercare

61
Secure drinks and food
3 people
62
Take down booths and tents
6 people
63
Clear tables and chairs
6 people
64
Wash dishes
3 people
65
Collect waste
4 people
66
Sweep the site
3 people
67
Final cleaning of the toilets
2 people
68
Turn off lighting and power
2 people
69
Secure lost property
70
Return borrowed items
2 people
71
Return rented materials
2 people
72
Clear remaining stock
2 people
73
Close the register and administration
2 people
74
Return venue keys

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 24
Tablesqty 18
Foldable tablesqty 4
Chairsqty 80
High tablesqty 6
Tableclothsqty 24
Market stall tarpaulinsqty 24
Stall weightsqty 48

Lighting

String lightsqty 8
Outdoor lightsqty 6
Extension cordsqty 10
Power stripsqty 8

Equipment

Portable speaker
Microphone
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Hot platesqty 2
Card machinesqty 2
Hand trucksqty 2
Cash
Calculatorsqty 3
Rechargeable power banksqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 120
Platesqty 150
Dessert platesqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Pouring jugsqty 8
Reusable strawsqty 150

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving traysqty 12
Thermos flasksqty 8
Pliersqty 8
Measuring cupsqty 4
Storage binsqty 20
Cooling matsqty 12

Decorations

Buntingqty 12
Balloonsqty 150
Balloon weightsqty 12
Directional signsqty 12
Program boardsqty 4
Name badgesqty 40
Table numbersqty 24
Chalkboardsqty 12
Chalk markersqty 12
Tapeqty 10
Cable tiesqty 200
Ropeqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Rubber glovesqty 12
Cleaning clothsqty 30
Pedal bin linersqty 100
Hand broomsqty 6

Catering

Groceries

Tips

Draw the stall layout before confirming vendors, including space for tents, walkways, tables, queues and access for a hand truck. Send each vendor their pitch location and arrival instructions at least 7 days before the fair.
Set a firm deadline for registrations and dietary requirements, ideally 10–14 days before the event. Use the final numbers to plan snacks, plates, cups, cutlery and chilled storage rather than shopping by guesswork.
Check every power outlet during a site walk-through and note which coffee machines, kettles, hot plates, lights and audio equipment will use each circuit. Keep extension cords and power strips away from walkways and protect outdoor connections from rain.
Assign volunteers to specific time blocks and jobs, not just to a general helper list. Cover setup, the coffee and tea station, cash handling, vendor support, waste collection and closing with at least one named person per area.
Prepare the cash box, change and card machines before the morning rush, then store chilled stock in coolers until it is needed. Check the weather forecast 48 hours before opening and confirm whether tents, stall tarpaulins and stall weights are ready for the conditions.

Frequently asked questions

How far in advance should you organise a church fair?: Start at least 8–12 weeks ahead. Fix the date and location first, then allow time for permits, insurance, vendor invitations, registrations, volunteer assignments and shopping.
How many volunteers do you need for a church fair?: Plan at least one named volunteer for each active area, plus a small setup and relief team. For a fair with several stalls, the coffee station, cash desk, waste collection and vendor support usually require 8–12 volunteer shifts.
When should church fair vendors confirm their stalls?: Set the registration deadline 2–3 weeks before the fair and confirm the final vendor list about 7 days before opening. Send pitch locations, access details and parking information with that confirmation.
How much coffee and tea should you prepare for a church fair?: Estimate around 1.5–2 hot drinks per visitor if the fair lasts several hours, then adjust for your expected attendance and other refreshments. Buy cups, reusable cups, milk, sugar and serving supplies at least 3–5 days before the event.

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.