How to organise a comic fair
A comic fair works best when you build the programme and floor plan around your exhibitors, authors and visitors in that order. Start by setting the date, defining who the fair is for and contacting exhibitors before you promote the event. Once registrations and confirmations are under control, arrange the booth layout, author sessions, ticket checks and volunteer cover. Leave enough time for printing, payment testing, signage and power planning: these are common last-minute problems at fairs with laptops, card machines, microphones and many tables.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Define the participant profile
2 people
- 3
Contact exhibitors
3 people
- 4
Invite authors
2 people
- 5
Send invitations
2 people
- 6
Process registrations
2 people
- 7
Collect dietary requirements
- 8
Confirm exhibitors
2 people
- 9
Make reservations
2 people
- 10
Create a floor plan of the booths
2 people
- 11
Put together authors' program
2 people
- 12
Write promotional copy
- 13
Publish on social media
2 people
- 14
Distribute posters
3 people
- 15
Check the ticket list
2 people
- 16
Prepare name badges
2 people
- 17
Print booth numbers
- 18
Print program leaflets
2 people
- 19
Schedule volunteers
2 people
- 20
Compile contact list
- 21
Check payment methods
2 people
- 22
Check office supplies stock
- 23
Check the shopping list
2 people
- 24
Do the shopping
3 people
- 25
Collect materials
3 people
- 26
Open venue
2 people
- 27
Clear the loading and unloading area
2 people
- 28
Set up the entrance desk
2 people
- 29
Set up tables
5 people
- 30
Set up chairs
3 people
- 31
Hang up stand numbers
2 people
- 32
Set up the author room
3 people
- 33
Set up the catering table
3 people
- 34
Chill drinks
2 people
- 35
Prepare coffee and tea
2 people
- 36
Hang decorations
3 people
- 37
Set up signage
2 people
- 38
Test the equipment
2 people
- 39
Set up the registration table
2 people
Event
- 40
Welcome exhibitors
4 people
- 41
Register exhibitors
2 people
- 42
Welcome visitors
4 people
- 43
Check tickets
3 people
- 44
Inform visitors
2 people
- 45
Hand out program brochures
2 people
- 46
Operating the cash register
2 people
- 47
Manage the cloakroom
2 people
- 48
Support authors
2 people
- 49
Announce signing sessions
- 50
Assist at the signing table
2 people
- 51
Host lectures
2 people
- 52
Operate the microphone
- 53
Serve catering
3 people
- 54
Refill drinks
2 people
- 55
Refill snacks
2 people
- 56
Keep tables clean
2 people
- 57
Empty trash bins
2 people
- 58
Check toilets
- 59
Take photos
- 60
Guide visitor flow
2 people
- 61
Register lost and found items
- 62
See off the last visitors
3 people
Aftercare
- 63
Close the register
2 people
- 64
Check out exhibitors
3 people
- 65
See off authors
2 people
- 66
Collect tableware
3 people
- 67
Collect waste
3 people
- 68
Switch off equipment
2 people
- 69
Remove decorations
3 people
- 70
Dismantle furniture
5 people
- 71
Clean the venue
4 people
- 72
Pack supplies
2 people
- 73
Return materials
3 people
- 74
Return borrowed items
2 people
- 75
Handle lost and found
- 76
Archive photos
- 77
Send thank-you message
2 people
- 78
Store leftover materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 32
- Chairsqty 90
- Bar stoolsqty 6
- Clothes racksqty 2
- Coat racksqty 3
- Bollardsqty 12
- Queue barriersqty 8
- Foldable tablesqty 4
- Tableclothsqty 36
Equipment
- Laptopsqty 2
- Tabletsqty 3
- Card machinesqty 3
- Printersqty 2
- Extension cordsqty 10
- Power stripsqty 12
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Laptop standsqty 2
- Cable reelsqty 3
- Charging stationsqty 2
Tableware
- Coffee cupsqty 100
- Glassesqty 120
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
- Coffee potsqty 4
- Water jugsqty 6
- Thermos flasksqty 4
Kitchen
- Coolersqty 6
- Ice cube traysqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving spoonsqty 6
- Serving utensilsqty 8
- Bottle openersqty 4
- Serving traysqty 6
Decorations
- Cartoon character postersqty 12
- Balloonsqty 100
- Buntingqty 12
- Photo backdrop
- Sticky tackqty 6
- Directional signsqty 12
- Table signsqty 36
- Name badgesqty 100
Lighting
- LED lampsqty 12
- Mood lightingqty 6
- Batteriesqty 24
Cleaning
- Waste binsqty 12
- Waste sorting binsqty 4
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
- Dustpan and brushqty 4
- Hand soap dispensersqty 6
- Toilet brushesqty 4
Catering
- Groceries
Office
- Printer paperqty 5
- Pensqty 30
- Permanent markersqty 20
- Notepadsqty 12
- Tapeqty 12
- Writing clipboardsqty 6
- Envelopesqty 100
- Cash register pouchesqty 3
- Wristbandsqty 500
- Ticket rollsqty 6
- Cloakroom numbersqty 300
- Clipboardsqty 8
- Paper cutter
- Staplersqty 4
- Staplesqty 8
- Scissor setsqty 4
- Clipboardsqty 6
- Cash drawerqty 3
Security
- Flashlightsqty 4
- Safety vestsqty 8
- Wristband check lightqty 2
- Emergency exit signsqty 6
- First aid kitsqty 2
Tips
- Set the date and programme before inviting exhibitors, then allow at least two weeks to collect replies and confirm who is actually attending. You need firm numbers before finalising the booth layout.
- Build the floor plan around table sizes, queue space and cable routes. Keep aisles clear, mark booth numbers in advance and place queue barriers or bollards where registration and popular author sessions may become crowded.
- Create the authors’ programme only after invitations and availability are confirmed. Allow 10–15 minutes between sessions for audience movement, microphone changes and late arrivals.
- Test every payment method at least 48 hours before opening, including card machines, laptops, tablets and charging points. Bring extension cords, power strips and cable reels, but tape or cover cables so they do not cross visitor routes.
- Prepare badges, booth numbers and programme leaflets before event day, and schedule volunteers in shifts of no more than four hours. Keep a printed contact list, ticket list and emergency supply of stationery at the registration desk.
Frequently asked questions
- How far in advance should I organise a comic fair?
- Start planning at least 8–12 weeks before the fair. Contact exhibitors and authors first, because their confirmations determine the programme, floor plan and promotional material.
- How do I plan booths at a comic fair?
- Confirm each exhibitor’s table requirement before drawing the layout, then add clear aisles and space for queues. Finish the floor plan at least 10 days before opening so booth numbers, signage and furniture can be prepared.
- How many volunteers do I need for a comic fair?
- Plan for at least one volunteer at registration, one person handling exhibitor questions and one person supporting the programme during busy periods. For a full-day fair, use shifts of up to four hours rather than relying on the same people all day.
- When should I print comic fair programmes and badges?
- Print badges, booth numbers and programme leaflets 3–5 days before the event, after exhibitor and author details are confirmed. Keep a small number of blank badges and spare copies for late changes.
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