How to organise a craft fair without last-minute chaos

Organising a craft fair starts with the date, venue and exhibitor terms—not with posters or decorations. Once sellers are confirmed, you can draw the booth layout, schedule workshops and plan visitor information around the space available. The final week is mostly about checking details people often overlook: dietary requirements, parking instructions, route signs, payment equipment and setup access. Use the plan below to keep registrations, suppliers, materials and event-day preparation in the right order.

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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
Set participant terms
2 people
3
Invite exhibitors
2 people
4
Send visitor invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update the exhibitor list
8
Draw the booth layout
2 people
9
Schedule workshops
2 people
10
Confirm workshop leaders
11
Confirm reservations
12
Confirm supplier agreements
13
Send map to participants
14
Send the setup instructions
15
Send parking information
16
Order workshop materials
2 people
17
Hang promotional posters
2 people
18
Post on social media
19
Prepare name badges
2 people
20
Assemble participant folders
2 people
21
Print programs
22
Print route signs
23
Prepare cash drawer
24
Arrange change
25
Test card reader
26
Check the lighting
2 people
27
Check tools
2 people
28
Sort Workshop Kits
2 people
29
Do the shopping
2 people
30
Chill drinks
2 people

Event

31
Open venue
2 people
32
Set up the reception desk
2 people
33
Set up tables
4 people
34
Set up chairs
3 people
35
Welcome exhibitors
3 people
36
Assign stand locations
2 people
37
Register exhibitors
2 people
38
Hang up decorations
3 people
39
Place route signs
2 people
40
Set up workshop rooms
3 people
41
Lay out workshop materials
2 people
42
Set up coffee station
2 people
43
Staff the info desk
2 people
44
Welcome visitors
3 people
45
Explain the Program
2 people
46
Collect admission
2 people
47
Direct visitors to workshops
2 people
48
Lead the workshops
3 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Support exhibitors
2 people
55
Register lost and found items
56
Wave goodbye to visitors
2 people
57
Close the register
2 people
58
Check out exhibitors
2 people
59
Guide stallholders during unloading
3 people

Aftercare

60
Take down tables and chairs
4 people
61
Collect workshop materials
2 people
62
Remove decorations
3 people
63
Wash dishes
2 people
64
Collect waste
3 people
65
Clean the venue
3 people
66
Inventory materials
2 people
67
Return borrowed materials
2 people
68
Clear away leftover groceries
69
Handle lost and found

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 4
Folding chairsqty 20
Party tentsqty 4
Tableclothsqty 30
Stoolsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Laptopsqty 2
Printers
Handheld microphonesqty 2
Speakersqty 2

Lighting

LED lampsqty 10
String lightsqty 6

Decorations

Trade fair bannersqty 4
Flagsqty 12
Decorative plantsqty 12
Photo wallsqty 2
Table décorqty 30

Kitchen

Cutting boardsqty 4
Knivesqty 4
Small bowlsqty 12
Thermos flasksqty 6
Water jugsqty 6
Ice cube traysqty 4
Serving tongsqty 6
Cooler cratesqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Cleaning clothsqty 30
Waste binsqty 12
Trash bag holdersqty 12

Creative materials

Cutting matsqty 20
Scissorsqty 30
Glue gunsqty 10
Measuring tapesqty 20
Pencilsqty 40
Fabric markersqty 40
Craft Needlesqty 40
Knitting needlesqty 20
Crochet hooksqty 20
Floor matsqty 20
Storage boxesqty 20
Cotton yarnqty 40
Fabric scrapsqty 10
Bead mixesqty 20
Ribbon rollsqty 20
Mixed nutsqty 10
Felt sheetsqty 100
Painting canvasesqty 30
Acrylic paint setsqty 10
Brush setsqty 10
Protective apronsqty 20

Signage

Wayfinding signsqty 12
Stand number signsqty 30
Program standsqty 4
Chalkboardsqty 6

Office supplies

Name badgesqty 100
Pensqty 30
Rolls of tapeqty 12
Writing boardsqty 6
Clipboardsqty 10
Staplersqty 4
Marker pensqty 20
Cash drawersqty 2
Cash boxesqty 2
Wristbandsqty 200
Wristband cuttersqty 2

Catering

Groceries

Tips

Set the date, location and exhibitor terms before inviting makers. Give exhibitors a clear registration deadline, then leave at least 7 days to process responses and update the exhibitor list before drawing the final booth layout.
Draw the booth layout as soon as registrations close, including tables, chairs, clothes racks, power points and workshop areas. Send the map and setup instructions at least 5 days before the fair so exhibitors can plan what to bring.
Schedule workshops only after you know the available space and likely visitor flow. Confirm each workshop leader and order the materials at least 10 days in advance; late material orders are difficult to fix once registrations are open.
Send practical visitor information separately from promotional posts. Include the programme, parking information and a simple route to the venue, and put up route signs on the day so visitors do not have to ask where the fair starts.
Test payments and prepare printed materials before opening morning. Check every card reader at least 1 day ahead, arrange change for the cash drawer, and print programmes, name badges and participant folders with a small spare quantity.

Frequently asked questions

How far in advance should I organise a craft fair?: Start at least 8 to 12 weeks before the fair. Use the first weeks for the venue, exhibitor terms and invitations, then reserve the final 2 weeks for registrations, supplier checks, printing and setup details.
When should craft fair exhibitors receive the booth layout?: Send the confirmed layout and setup instructions at least 5 days before the event. Include parking information and the setup time, especially if exhibitors need tables, clothes racks, extension cords or other equipment.
How many workshop materials should I order for a craft fair?: Order enough for every confirmed reservation, plus around 10% extra for damaged or shared materials. Place the order at least 10 days before the fair so you still have time to replace missing items.
When should I test the card reader for a craft fair?: Test each card reader at least 1 day before opening, using the intended network and power setup. Keep the cash drawer, change and a backup payment arrangement ready in case the connection fails.

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.