How to organise a collectible fair without last-minute problems

A collectible fair works best when exhibitor logistics are settled before you promote the event. Start by confirming the date and venue, then write the trading terms, contact exhibitors and open registration. Once registrations come in, turn them into a numbered booth layout and publish practical visitor information. The details people often leave too late are power access, payment handling, dietary requirements and enough time to set up tables, lighting and walkways.

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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
Draft the trade fair terms and conditions
2 people
3
Contact exhibitors
2 people
4
Send invitations
2 people
5
Open online registration form
6
Post promotion on social media
7
Distribute posters
2 people
8
Process registrations
2 people
9
Confirm exhibitors
2 people
10
Collect dietary requirements
11
Make reservations
12
Publish visitor information
13
Create the booth layout
2 people
14
Assign stand numbers
15
Inform exhibitors
16
Check the route directions
17
Do the shopping
2 people
18
Collect materials
2 people
19
Prepare cash register and change
2 people
20
Print exhibitor list

Event

21
Set up tables and chairs
4 people
22
Hang up stand numbers
2 people
23
Clear the walkways
2 people
24
Connect lighting and power
2 people
25
Hang up decorations
2 people
26
Set up coffee station
2 people
27
Chill drinks
2 people
28
Prepare snacks
2 people
29
Set up the registration table
2 people
30
Welcome exhibitors
3 people
31
Show exhibitors to their spots
2 people
32
Guide booth setup
3 people
33
Open the cash register
2 people
34
Welcome visitors
2 people
35
Check tickets
2 people
36
Provide visitor information
2 people
37
Serve coffee and tea
2 people
38
Serve snacks
2 people
39
Refill drinks
40
Empty trash bins
2 people
41
Check the routes
2 people
42
Inform exhibitors about closing
43
Close the cash register
2 people
44
Check out exhibitors
2 people

Aftercare

45
Take down tables and chairs
4 people
46
Sort materials
2 people
47
Wash dishes
2 people
48
Clean the venue
3 people
49
Dispose of waste
2 people
50
Disconnect lighting and power
2 people
51
Register lost and found items
52
Return materials
2 people
53
Complete payments to vendors
2 people
54
Send thank-you message

What to bring

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

Furniture

Tablesqty 30
Chairsqty 45
Tableclothsqty 30
Stoolsqty 4
Transport cartsqty 2

Presentation

Display binsqty 30
Small display casesqty 10
Desk organizersqty 20
Magnifying glassesqty 10
Price sign holdersqty 60

Lighting

LED lampsqty 12
Extension cordsqty 8
Power stripsqty 10
Cable matsqty 8

Equipment

Cash register
Payment terminalqty 2
Walkie-talkiesqty 4
Speakersqty 2
Microphone
Laptop

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Trade show bannersqty 2
Directional signsqty 8
Booth numbersqty 30
Table numbersqty 30

Office

Clipboardsqty 6
Ballpoint pensqty 30
Permanent markersqty 12
Rolls of tapeqty 6
Scissorsqty 4
Name stickersqty 100
Envelopesqty 100
Receipt rollsqty 6

Safety

Bollardsqty 8
Barrier tapeqty 2
Flashlightsqty 4

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the exhibitor deadline at least 2–3 weeks before the fair. Use the final registration list to assign stand numbers, confirm exhibitors and print an accurate exhibitor list.
Create the booth layout only after you know the confirmed exhibitors. Leave clear walkways and mark where tables, chairs, display cases and power connections will go before setup begins.
Send exhibitors one practical information sheet 7–10 days beforehand. Include arrival time, route directions, stand number, trading terms, unloading instructions and what equipment they must bring themselves.
Test the payment setup before doors open. Prepare the cash register and change, check the payment terminal, and keep a written fallback process in case the connection fails.
Schedule setup at least 2 hours before visitor entry. Use transport carts for tables and display equipment, then connect LED lamps, extension cords and power strips before covering cables with cable mats.

Frequently asked questions

How far in advance should I organise a collectible fair?: Start planning at least 8–12 weeks before the fair. Confirm the date and location first, then allow 2–3 weeks for exhibitor registration and another week to finalise the booth layout and visitor information.
When should I invite exhibitors to a collectible fair?: Contact potential exhibitors as soon as the venue and date are confirmed, ideally 6–8 weeks before the event. Set a firm registration deadline 2–3 weeks before the fair so you have time to assign stands and confirm attendance.
How much setup time does a collectible fair need?: Allow at least 2 hours for setup, and 3 hours if tables, lighting and display equipment must be transported into the venue. Finish the booth layout and power plan before setup day to avoid moving stands repeatedly.
What information should collectible fair visitors receive?: Publish the visitor information at least 7 days before the fair. Include the opening time, address, route directions, payment options and any useful details about food, drink or reservations.

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.