How to organise a craft fair without last-minute gaps

A craft fair comes together in a specific order: secure the venue, build the exhibitor list, then plan stalls, workshops, catering and visitor information around the confirmed numbers. Start by setting the date and opening hours, because every booking and deadline depends on them. Ask exhibitors for their stall dimensions and power needs before drawing the floor plan. The details people often leave too late are route signs, name badges, price tags, dietary information and clear parking instructions.

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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
Set date and opening hours
2 people
2
Confirm venue
3
Compile exhibitor list
2 people
4
Open the registration form
5
Send invitations
2 people
6
Publish event online
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm exhibitors
2 people
10
Request stall dimensions
11
Collect workshop offerings
2 people
12
Process workshop registrations
13
Book catering
14
Reserve coffee service
15
Create floor plan
2 people
16
Map out power outlets
17
Check escape routes
2 people
18
Create parking information
19
Create the program
2 people
20
Send exhibitor letter
21
Print name badges
22
Prepare price tags
2 people
23
Print route signs
24
Check the shopping list
2 people
25
Do the shopping
2 people
26
Sort materials per booth
3 people
27
Open venue
2 people
28
Check floor and entrance
2 people
29
Set up tables and chairs
4 people
30
Set up stall walls
4 people
31
Lay out tablecloths
3 people
32
Hang stall numbers
2 people
33
Welcome exhibitors
3 people
34
Direct exhibitors to their stalls
2 people
35
Set up sales tables
6 people
36
Set up workshop tables
3 people
37
Set up the entrance and checkout
2 people
38
Prepare the registration list
39
Set up coffee station
2 people
40
Chill drinks
2 people
41
Hang decorations
3 people
42
Test audio and microphone
2 people
43
Check price tags
2 people

Event

44
Announce the opening
45
Register visitors
3 people
46
Collect admission
2 people
47
Inform visitors
2 people
48
Support exhibitors
2 people
49
Announce the workshops
50
Welcome workshop participants
2 people
51
Distribute workshop materials
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check toilets
57
Check stock
58
Communicate schedule changes
59
Announce the final workshop
60
Announce closing
61
Guide visitors to the exit
2 people

Aftercare

62
Have exhibitors dismantle their booths
4 people
63
Collect unsold materials
3 people
64
Close the cash register and payment methods
2 people
65
Wash dishes
3 people
66
Clean coffee station
2 people
67
Collect waste
3 people
68
Take down tables and chairs
4 people
69
Take down the stall walls
4 people
70
Remove decorations
2 people
71
Clean the venue
4 people
72
Collect lost and found items
73
Switch off equipment
2 people
74
Return materials
2 people
75
Return rental items
2 people
76
Store leftover stock
2 people
77
Inform exhibitors about the follow-up

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Cash desk table
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Changing room screenqty 2

Presentation

Booth panelsqty 20
Mesh panelsqty 16
Display standsqty 12
Book standsqty 10
Lazy Susansqty 12
Booth number holdersqty 24
Notice boardsqty 8
Clipboardsqty 12
Table risersqty 24
Plastic containersqty 30
Storage cratesqty 20
Mirrorsqty 6
Booth lightingqty 20

Textiles

Tableclothsqty 24
Chair coversqty 40
Coat racksqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 60
Water glassesqty 100
Dessert platesqty 100
Cake knivesqty 20
Serving traysqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 8
Cutting knivesqty 4
Serving plattersqty 12

Equipment

Payment terminalsqty 2
Cash register
Cash box
Speakersqty 2
Wireless microphone
Laptop
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 20
Duct tapeqty 6

Tools

Cordless drill driversqty 2
Screwdriver setsqty 2
Hammerqty 2
Measuring tapesqty 3
Cable tiesqty 200

Decorations

Buntingqty 8
Flower arrangementsqty 8
Decorative basketsqty 12
Chalkboardsqty 8
Menu standsqty 6
Directional signsqty 12

Lighting

LED lampsqty 16
Light standsqty 4
Battery lanternsqty 6

Registration

Name badge holdersqty 100
Registration foldersqty 4
Pensqty 30
Wristbandsqty 300

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Vacuum cleaner

Catering

Groceries

Tips

Confirm the venue before inviting makers, then open registrations with a firm closing date. You need the final exhibitor count before you can assign spaces or order enough tables, chairs and display equipment.
Ask each exhibitor for stall dimensions, electrical requirements and workshop details at registration. Use this information to place booths, map power outlets and keep escape routes clear rather than trying to fix the layout on the day.
Close workshop registrations before finalising the programme. List start times, durations and maximum places clearly, and leave enough space between sessions for visitors to move through the fair.
Plan catering from confirmed attendance, not from an early estimate. Collect dietary requirements during registration and reserve coffee service early; cups, glasses, serving trays and tongs are easy to overlook when shopping.
Send the exhibitor letter and visitor information before printing anything. Check parking details, opening hours and the route signs, then print name badges, booth numbers and price tags only after names and stall assignments are final.

Frequently asked questions

How far in advance should I organise a craft fair?: Start at least 8 to 12 weeks before the fair. Confirm the venue and opening hours first, then allow several weeks for exhibitor invitations, registrations, the floor plan and the final programme.
When should craft fair exhibitor registration close?: Close registration around 3 to 4 weeks before opening day. This gives you time to confirm exhibitors, collect stall dimensions and workshop details, and create the floor plan without constant changes.
How do I plan the layout for a craft fair?: Draw the floor plan after collecting every exhibitor’s stall dimensions and power requirements. Keep escape routes clear, place booths around the available outlets, and reserve space for workshops, catering, the cash desk and visitor circulation.
What should I prepare the week before a craft fair?: During the final week, check the shopping list, confirm catering and coffee service, print badges and signs, and send the final exhibitor information. Recheck parking, opening hours, stall assignments and any dietary requirements at least 3 days before the event.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.