How to organise a coin fair without missing the details

A successful coin fair depends on getting the sequence right: secure the venue and opening hours first, then recruit exhibitors before promoting the event to visitors. Once registrations come in, assign table numbers, confirm attendance and collect practical requirements such as catering needs and display equipment. The final week is for printing lists, preparing registration materials, labelling coin trays and checking power, lighting and cash handling. On the day, exhibitors need a clear welcome point, marked stalls and enough time to set up before visitors arrive.

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
3
Invite exhibitors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Assign table numbers
7
Confirm exhibitors
8
Collect dietary requirements
9
Book catering
10
Prepare promotion
2 people
11
Distribute promotion
2 people
12
Prepare visitor registration
2 people
13
Print floor plan
14
Print exhibitor list
15
Withdraw cash
16
Do the shopping
2 people
17
Label coin trays
2 people
18
Prepare registration materials
2 people
19
Chill drinks
2 people
20
Clean the room
3 people
21
Set up tables
4 people
22
Set up chairs
3 people
23
Welcome exhibitors
3 people
24
Connect lighting
2 people
25
Mark stalls
2 people
26
Set up information table
2 people
27
Set up coffee station
2 people
28
Hang up signage
2 people

Event

29
Staff the entrance desk
2 people
30
Register visitors
2 people
31
Collect admission
2 people
32
Inform visitors
2 people
33
Support exhibitors
2 people
34
Serve coffee and tea
2 people
35
Refill drinks
36
Refill snacks
37
Collect waste
38
Close the entrance desk
2 people
39
Check out exhibitors
2 people
40
Unload Exhibitors
3 people

Aftercare

41
Clear tables and chairs
4 people
42
Collect coin trays
2 people
43
Wash dishes
2 people
44
Clean the room
3 people
45
Take out the trash
2 people
46
Switch off equipment
2 people
47
Dismantle lighting
2 people
48
Return borrowed items
2 people
49
Store leftover stock
2 people
50
Count and secure cash
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Information desk
Clothes racksqty 2
Coin traysqty 30
Glass display casesqty 8
Coin traysqty 40

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Handheld microphone
Portable speaker
Magnifying glassesqty 12
Digital scalesqty 4
Cash register
Cash boxesqty 2
Card machine

Lighting

Desk lampsqty 12
LED lightsqty 12

Decorations

Tableclothsqty 24
Table numbersqty 30
Welcome sign
Signage boardsqty 8
Name badgesqty 60

Kitchen

Thermos flasksqty 6
Serving plattersqty 8
Serving traysqty 6
Pliersqty 6
Waste binsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Cotton glovesqty 12
Tweezersqty 12
Coin sleevesqty 200
Small storage boxesqty 30

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Microfiber clothsqty 12
Work glovesqty 6

Catering

Groceries

Tips

Set the date, opening hours and venue before sending invitations. Give exhibitors a firm registration deadline, then leave at least 7 days to assign table numbers and confirm the final layout.
Ask exhibitors early whether they need glass display cases, magnifying glasses, digital scales, desk lamps or extra power. Check extension cords and power strips before the setup day rather than discovering shortages at opening time.
Prepare the visitor registration desk separately from the exhibitor area. Print the floor plan and exhibitor list, place the welcome sign and signage boards, and keep name badges and registration materials together.
Plan the room around practical movement: set up tables and chairs first, mark each stall with its table number, then connect lighting. Leave clear routes between tables so visitors can browse without blocking the information desk.
Finish food, drinks and cash preparations before exhibitors arrive. Chill drinks, set out coffee machines and kettles, withdraw the required cash, and keep cups, glasses, plates and cutlery ready in one serving area.

Frequently asked questions

How far in advance should I organise a coin fair?: Start at least 8 to 12 weeks before the fair. Book the venue and set the opening hours first, then allow several weeks to invite exhibitors, process registrations and promote the event.
When should I invite coin fair exhibitors?: Send exhibitor invitations as soon as the venue and date are confirmed, ideally 6 to 8 weeks before the fair. Set a registration deadline about 3 weeks before opening so you have time to assign tables and confirm attendance.
How do I arrange tables at a coin fair?: Collect registrations first, then assign table numbers and draw the floor plan at least 7 days before the event. Print the plan and exhibitor list, mark the stalls during setup and keep one table available for visitor registration.
What should I prepare the day before a coin fair?: Prepare registration materials, label coin trays, print table numbers and exhibitor information, and check lighting and electrical equipment the day before. Chill drinks and complete shopping then, so setup time on the event day is reserved for cleaning, tables, chairs and marked stalls.

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.