How to organise a club fair without last-minute problems

A club fair works best when you treat it as a small public event, not just a row of tables. Start by confirming the date and location, then check permits, insurance, power and the available space before inviting clubs or vendors. Once registrations come in, build the booth layout and volunteer schedule around the confirmed participants. The final week is for signage, printed information, shopping, chilled drinks and checking every reservation—not for solving missing equipment.

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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
Apply for permits
3
Check insurance
4
Create a booth layout
2 people
5
Inventory association booths
2 people
6
Contact external vendors
2 people
7
Send registration form
8
Process registrations
2 people
9
Confirm pitches
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Create volunteer schedule
2 people
13
Send invitations
2 people
14
Distribute neighborhood information
2 people
15
Post social media messages
16
Pick up printed materials
17
Prepare route signs
2 people
18
Create exhibitor information
19
Print contact list
20
Confirm reservations
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Purchase refrigerated products
2 people
24
Chill drinks
2 people
25
Sort tableware
2 people
26
Prepare cash drawer
2 people
27
Print price lists
28
Make name badges
2 people
29
Set out materials for each booth
3 people
30
Prepare decorations
3 people
31
Check the weather forecast
32
Prepare weather plan
2 people

Event

33
Open venue
2 people
34
Inspect the site
2 people
35
Check power outlets
2 people
36
Unload booths
6 people
37
Build party tents
6 people
38
Set up tables and chairs
6 people
39
Set out pitches
3 people
40
Welcome exhibitors
3 people
41
Hand Out Booth Materials
3 people
42
Hang decorations
4 people
43
Set up the information desk
2 people
44
Set up the cash register
2 people
45
Set up catering stand
4 people
46
Prepare coffee and tea
2 people
47
Prepare snacks
4 people
48
Set out drinks
2 people
49
Place waste stations
2 people
50
Set up signage
2 people
51
Conduct a safety check
2 people
52
Brief volunteers
2 people
53
Welcome visitors
4 people
54
Staff the info desk
2 people
55
Staff the cash register
2 people
56
Serve catering
4 people
57
Refill drinks
2 people
58
Refill snacks
2 people
59
Keep tables clean
2 people
60
Empty trash
2 people
61
Support exhibitors
2 people
62
Turn on lighting
2 people
63
Announce final sales round
64
See visitors out
3 people
65
Close the register
2 people
66
Check out exhibitors
3 people

Aftercare

67
Dismantle stalls
6 people
68
Take down party tents
6 people
69
Load materials
5 people
70
Collect waste
4 people
71
Clean the grounds
4 people
72
Lock up the venue
2 people
73
Wash dishes
3 people
74
Empty coolers
2 people
75
Clean materials
3 people
76
Store materials
3 people
77
Return borrowed items
2 people
78
Process leftover groceries
2 people
79
Sort invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Folding chairsqty 60
Bar stoolsqty 8
Foldable tablesqty 4
Crowd control barriersqty 8
High tablesqty 6
Storage cabinetsqty 2
Clothes racksqty 4
Mirrorsqty 2

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Card machine
Hand megaphone
Label printer
Toolboxesqty 3
Hand trucksqty 2
Cable matsqty 8
Fire extinguishersqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Charging stationsqty 2
First aid kitsqty 2
Safety vestsqty 12
Pocket umbrellasqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 18
Welcome sign
Directional signsqty 8
Name badge holdersqty 20
Chalkboardsqty 12
Chalk markersqty 12
Printer paperqty 2
Tapeqty 8
Duct tapeqty 6
Cable tiesqty 200
Ropeqty 4
Scissorsqty 8
Staplerqty 4
Staplesqty 4
Name stickersqty 150
A4 clipboardsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving tongsqty 8
Pouring jugsqty 6
Coffee spoonsqty 80
Bowlsqty 16
Cutlery traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 6
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 6
Thermos flasksqty 6

Catering

Groceries
Serving traysqty 8
Food warmersqty 4
Refrigerated display casesqty 2
Thermos cupsqty 100
Water jugsqty 8
Drink dispensersqty 4
Bottle openersqty 6
Corkscrewsqty 4
Ice packsqty 24
Price listsqty 20
Menu boardsqty 6
Allergen cardsqty 12
Cash drawersqty 2
Cash box
Receipt bookletsqty 6
Pen setsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Work glovesqty 12
Hand sanitizerqty 8
Toilet brushesqty 2
Toilet matsqty 4

Tips

Set the date and location first, then check permits and insurance before sending invitations. Allow at least four to six weeks for approvals or corrections, especially if the fair uses public space, amplified announcements or crowd-control barriers.
Create the booth layout as soon as registrations are processed. Mark each pitch, table, chair and power point, and leave a clear route for visitors; a simple map prevents clubs from arriving with incompatible space expectations.
Ask for dietary requirements when registrations are submitted, not during setup. Confirm external vendors and reservations at least seven days before the fair, then print a contact list so volunteers can resolve questions without searching through messages.
Build the volunteer schedule in shifts of two to three hours. Assign separate people to welcome visitors, guide exhibitors, monitor the route and handle the cash box or card machine so one late arrival does not leave the entrance unattended.
Prepare the physical details the day before: pick up printed materials, sort tableware, chill drinks and test coffee machines, kettles, extension cords and lighting. Put route signs and the welcome sign where visitors can see them before they reach the first booth.

Frequently asked questions

How far in advance should I plan a club fair?: Start at least six to eight weeks before the event. Use the first two weeks for the date, location, permits, insurance and booth plan, then leave the remaining time for registrations, volunteers, communications and supplies.
When should clubs register for a club fair?: Set a registration deadline around three weeks before the fair. Process the forms within a few days, confirm each pitch, and send exhibitors their arrival time, booth size, equipment rules and contact details at least one week beforehand.
How many volunteers do I need for a club fair?: Plan for at least one welcome or information volunteer plus one person for every six to eight booths during the busiest period. Add a setup and teardown team, with shifts of two to three hours so coverage does not depend on one person staying all day.
When should I buy drinks and refrigerated products?: Check the shopping list three to five days before the fair and buy refrigerated products no earlier than one or two days beforehand. Chill drinks the day before, leaving enough time to find extra coolers or ice if the storage capacity is too small.

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.