How to organise a clothes swap fair

A clothes swap fair works best when the rules are clear before anyone brings a garment. Start by fixing the venue, date and opening hours, then set up registration, invitations and the clothing drop-off. Allow time to check, sort and label items before the doors open. On the day, visitors need an easy flow from check-in to racks, changing rooms and exchange vouchers, while volunteers keep unsuitable clothing separate and the room tidy.

Organize this event for free with Lizzt

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 date and opening hours
2 people
3
Draw up dress code rules
2 people
4
Create a registration form
5
Send invitations
2 people
6
Hang up promotion
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Open the clothing drive
3 people
10
Communicate dress code
11
Reserve clothing racks
12
Schedule volunteers
2 people
13
Update visitor list
14
Sort clothing
6 people
15
Set damaged clothing aside
3 people
16
Sort clothes by size
4 people
17
Prepare clothing labels
2 people
18
Prepare exchange vouchers
2 people
19
Do the shopping
2 people
20
Check clothing racks
2 people
21
Collect materials
3 people

Event

22
Open venue
2 people
23
Set up tables and chairs
4 people
24
Set up clothing racks
4 people
25
Set up fitting rooms
3 people
26
Display clothing by size
6 people
27
Set up the drop-off point
2 people
28
Set up the reception desk
2 people
29
Prepare coffee and tea
2 people
30
Set out snacks and drinks
2 people
31
Place route and size signs
2 people
32
Brief volunteers
3 people
33
Check registrations
2 people
34
Welcome visitors
3 people
35
Check in clothing brought in
4 people
36
Restock clothing
3 people
37
Help visitors with swaps
3 people
38
Check fitting rooms
2 people
39
Serve drinks
2 people
40
Refill drinks
2 people
41
Staff the exchange counter
2 people
42
Collect leftover clothing
4 people
43
Wave goodbye to visitors
2 people

Aftercare

44
Donate clothing to charity
3 people
45
Clear tables and chairs
4 people
46
Take down clothing racks
3 people
47
Collect waste
3 people
48
Wash dishes
2 people
49
Clean the venue
4 people
50
Return materials
2 people
51
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Clothes racksqty 12
Clothing racksqty 4
Changing room screensqty 4
Mirrorsqty 4
Storage cratesqty 20
Laundry basketsqty 12
Party tentsqty 2

Equipment

Clothes hangersqty 300
Power stripsqty 4
Extension cordsqty 4
Coolersqty 3

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 8
Serving plattersqty 6
Tongs and spoonsqty 8

Decorations

Size labelsqty 20
Direction signsqty 12
Tableclothsqty 10
Decorative flagsqty 4
Name badgesqty 100

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Hand soap dispensersqty 3
Towel dispensersqty 3
Microfiber clothsqty 12
Trash binsqty 6

Catering

Groceries

Other

Vouchersqty 300
Clothing labelsqty 500
Markersqty 20
Ballpoint pensqty 30
Tapeqty 12
Painter's tapeqty 8
Scissorsqty 6
Staplersqty 4
Staplesqty 4
Safety pinsqty 300
Ropeqty 2
Clothing coversqty 100
Cash box
Clipboardsqty 4
Printer paperqty 2
Paper shredder

Tips

Set the clothing rules before sending invitations. State which sizes, categories and conditions you accept, and give people a firm drop-off deadline so sorting does not continue up to opening time.
Build the schedule backwards from opening. Allow at least 2 hours for setting up tables, racks, mirrors, changing-room screens and signs, plus extra time to check that every rack is stable and usable.
Sort donations in two passes: first remove damaged or unsuitable items, then arrange the accepted clothes by size. Prepare size labels and place them where visitors can see them from the entrance.
Use a registration form to collect attendance and dietary requirements, then update the visitor list 24 hours before the fair. Schedule enough volunteers for check-in, sorting, fitting rooms and restocking at the same time.
Prepare exchange vouchers and storage areas before doors open. Keep crates or laundry baskets for overflow and a clearly marked place for rejected clothing, so accepted garments do not get mixed up again.

Frequently asked questions

How far in advance should I organise a clothes swap fair?: Start planning 4 to 6 weeks before the event. Reserve the venue and set the date first, then allow at least 2 weeks for invitations, registration and the clothing drive.
How many volunteers do I need for a clothes swap fair?: Plan for at least 1 volunteer per 15 to 20 expected visitors during busy periods. For 60 visitors, four volunteers usually cover check-in, racks, fitting rooms and sorting more reliably than a single general helper.
When should clothes be sorted for a clothes swap fair?: Finish the main sorting 1 day before opening whenever possible. Separate damaged items first, then sort accepted clothes by size and attach labels so setup on the event day takes no more than 2 hours.
How do I organise changing rooms at a clothes swap fair?: Set up at least 1 changing room for every 25 to 30 expected visitors, with a mirror nearby and clear directions. Check the screens, lighting and floor space before opening, then assign one volunteer to keep the area usable.

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.