How to organise a collectible fair

A collectible fair runs smoothly when exhibitor logistics are settled before you focus on the public opening. Start by confirming the date, venue and room layout, then set participation terms, open registration and recruit exhibitors. Once pitches are assigned, send confirmations and prepare the floor plan, exhibitor list and signs. In the final week, check payment options, catering, volunteers and power access. On the day, leave enough time to position tables, prepare badges and test announcements before visitors arrive.

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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
Create the room layout
2 people
3
Confirm reservation
4
Draft participant terms and conditions
2 people
5
Create registration form
6
Send invitations
2 people
7
Publish the fair online
8
Recruit exhibitors
2 people
9
Process registrations
2 people
10
Assign pitch locations
2 people
11
Send confirmations
12
Collect dietary requirements
13
Book catering
14
Reserve materials
15
Assign volunteers
2 people
16
Set admission prices
2 people
17
Arrange payment methods
18
Hang promotional posters
2 people
19
Print floor plan
20
Print exhibitor list
21
Prepare name badges
2 people
22
Make information signs
2 people
23
Withdraw petty cash
24
Do the shopping
2 people
25
Collect materials
3 people
26
Inform exhibitors
27
Chill drinks
2 people
28
Prepare the cash register
2 people
29
Open venue
2 people
30
Check rooms
2 people
31
Unload tables
4 people
32
Unload chairs
3 people
33
Set up tables
4 people
34
Set up chairs
3 people
35
Lay tablecloths
2 people
36
Place booth numbers
2 people
37
Set up the entrance desk
2 people
38
Set up catering table
2 people
39
Connect lighting
2 people
40
Lay out power cables safely
2 people
41
Set up signage
2 people
42
Set up information table
2 people
43
Set out refreshments
2 people
44
Set out snacks
2 people

Event

45
Welcome exhibitors
3 people
46
Register exhibitors
2 people
47
Welcome visitors
3 people
48
Collect admission
2 people
49
Explain the program
50
Manage the cloakroom
2 people
51
Staff the information desk
52
Serve drinks
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Clear buffet
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Keep the route clear
59
Inform exhibitors about closing
60
Escort the last visitors
2 people

Aftercare

61
Close the register
2 people
62
Collect lost and found items
63
Dismantle booth materials
4 people
64
Clear tables and chairs
4 people
65
Clean up catering
2 people
66
Wash dishes
2 people
67
Collect waste
3 people
68
Clean the room
3 people
69
Clean the restrooms
2 people
70
Turn off lights
71
Lock up the venue
2 people
72
Return materials
3 people
73
Return borrowed items
2 people
74
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Bar stoolsqty 4
Tableclothsqty 30
Clothing rackqty 2
Storage boxesqty 6

Equipment

Cash register
Payment terminal
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 8
Handheld microphone
Speaker
Pin Board

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 60
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Measuring cupsqty 2
Thermos flasksqty 4
Bottle openersqty 3
Washing-up bowlsqty 2

Decorations

Trade show bannersqty 3
Information boardsqty 6
Booth numbersqty 30
Directional signsqty 10
Name badgesqty 50
Poster puttyqty 4
Tapeqty 6
Scissorsqty 4
Markersqty 12

Lighting

LED lampsqty 8
Lamp Standsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Vacuum cleaner
Waste binsqty 8
Hand spray bottlesqty 4

Catering

Groceries

Tips

Set the exhibitor deadline at least 10 days before the fair. You need time to process registrations, assign pitch locations and send each participant a clear confirmation.
Draw the room layout before ordering or moving furniture. Mark tables, chairs, bar stools, storage areas and walking routes so exhibitors do not block entrances or crowded display zones.
Prepare admission and payment arrangements at least 1 week ahead. Test the cash register and payment terminal, and withdraw petty cash in advance rather than during setup.
Create a simple arrival pack for exhibitors containing their pitch location, the printed floor plan, event terms and name badge. Have the exhibitor list and information signs ready before doors open.
Check catering and electrical needs 2 to 3 days before the fair. Count coffee machines, kettles, coolers, extension cords and power strips, and keep cables away from public walkways.

Frequently asked questions

How far in advance should I organise a collectible fair?: Start at least 8 weeks before the event. Confirm the venue first, then allow 4 to 6 weeks for exhibitor recruitment and registration, followed by a final week for layout, payments, catering and materials.
When should collectible fair exhibitors register?: Close registration 10 to 14 days before the fair. This gives you enough time to process applications, assign pitches and send confirmations with arrival instructions.
How do I plan the layout for a collectible fair?: Create the first room layout 3 to 4 weeks beforehand, using the available tables and clear visitor routes. Finalise it after registration closes, then print the floor plan and exhibitor list at least 2 days before opening.
How much time is needed to set up a collectible fair?: Allow 3 to 4 hours for setup, depending on the number of pitches and the venue. Put furniture in place first, then prepare exhibitor materials, catering, payment points and signs before the public arrives.

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.