How to organise a craft fair from first plan to opening

Start by fixing the date, opening hours and venue layout before inviting anyone. Your next priority is building the exhibitor list, assigning stalls and opening registrations early enough to process replies and workshop bookings. In the final week, confirm every exhibitor, order supplies, print the floor plan and prepare signs and name badges. On the day, allow time to unload furniture, mark out pitches, set up tables and chairs, and prepare coffee, tea and workshop materials 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
Set date and opening hours
2
Compile exhibitor list
2 people
3
Assign stalls
2 people
4
Publish registration form
5
Send invitations
2 people
6
Announce the fair online
7
Process registrations
2 people
8
Collect dietary requirements
9
Process workshop registrations
2 people
10
Draw up workshop schedule
2 people
11
Confirm exhibitors
2 people
12
Place supplier orders
13
Print floor plan
14
Prepare name badges
2 people
15
Create signage
2 people
16
Collect workshop materials
2 people
17
Check stock and groceries
2 people
18
Do the shopping
2 people
19
Assemble craft kits
3 people
20
Set out exhibition materials
3 people
21
Set out coffee and tea
2 people
22
Open venue
2 people
23
Unload tables and chairs
4 people
24
Set out pitches
3 people
25
Set up tables and chairs
4 people
26
Welcome exhibitors
3 people
27
Guide exhibitors to their booths
3 people
28
Hang up stand numbers
2 people
29
Hang up decorations
3 people
30
Set up workshop tables
3 people
31
Distribute craft materials
2 people
32
Set up the information desk
2 people
33
Mark the entrance and queue
2 people
34
Set up the cloakroom
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Test the cash register and card terminal
2 people
38
Conduct a safety check
2 people

Event

39
Open the doors
3 people
40
Welcome visitors
3 people
41
Check entrance and tickets
3 people
42
Inform visitors
2 people
43
Manage the cloakroom
2 people
44
Lead the workshops
3 people
45
Register workshop participants
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Restock crockery and glasses
50
Empty trash bins
2 people
51
Check toilets
52
Keep walkways clear
2 people
53
Take photos
54
Support exhibitors
2 people
55
Announce the last visitors
56
Guide visitors to the exit
2 people

Aftercare

57
Close the register
2 people
58
Check out exhibitors
2 people
59
Dismantle booth materials
4 people
60
Collect workshop materials
2 people
61
Remove decorations
3 people
62
Clear the cloakroom
2 people
63
Wash dishes
2 people
64
Empty the coolers
2 people
65
Collect waste
3 people
66
Clean the venue
3 people
67
Store materials dry
2 people
68
Return borrowed items
2 people
69
Store leftover stock
2 people
70
Register lost property
71
Send follow-up messages to exhibitors
72
Publish visitor photos

What to bring

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

Furniture

Exhibition tablesqty 24
Workshop tablesqty 6
Chairsqty 70
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 100
Waste binsqty 10
Foldable tablesqty 4

Tableware

Reusable coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pitcherqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Card machinesqty 3
Cash registersqty 2
Extension cordsqty 8
Power stripsqty 12
Laptop
Printer
Camera
Mobile phoneqty 2
Display racksqty 20
Clothes racksqty 6
Mirrorsqty 4
Cutting matsqty 12
Glue gunsqty 8
Extension cordsqty 10
Hand tool setqty 3
Step laddersqty 2
Cable tiesqty 200
Duct tapeqty 6
Scissor setsqty 8
Staplersqty 4
Cable tiesqty 100

Lighting

LED string lightsqty 8
Standing lampsqty 6
Battery lanternsqty 6

Decorations

Tableclothsqty 30
Decorative buntingqty 8
Flower arrangementsqty 10
Decorative basketsqty 12
Photo backdrop
Chalkboardsqty 8
Table signsqty 30

Kitchen

Thermos flasksqty 6
Small bowlsqty 12
Pliersqty 6
Knivesqty 6
Cutting boardsqty 4
Storage boxesqty 20
Ice packsqty 20
Washing-up tubsqty 3

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set the date and opening hours before publishing the registration form. Give exhibitors a clear closing date for applications, then leave at least 7 days to process registrations and assign stalls.
Draw the stall plan around the furniture you actually have. Mark exhibition tables, workshop tables, chairs, bar stools, coat racks and waste bins on the printed floor plan, and keep walkways clear rather than filling every available metre.
Close workshop registrations before you finalise the schedule. Prepare one craft kit per participant, then add a small reserve so late changes or damaged materials do not stop a session.
Check power requirements with exhibitors at least 1 week before the fair. Count coffee machines, kettles, card machines, laptops and lights, then match extension cords and power strips to the available sockets.
Schedule the setup backwards from opening time. Allow separate time to unload tables and chairs, set out pitches, prepare signage and name badges, and arrange coffee, tea, cups, glasses and serving trays before doors open.

Frequently asked questions

How far in advance should I organise a craft fair?: Start planning at least 8 to 12 weeks before the fair. Set the date first, then allow time for exhibitor invitations, registrations, stall assignments, workshop bookings and supplier orders.
When should craft fair exhibitor registration close?: Close registration around 3 to 4 weeks before opening day. This gives you time to process applications, assign stalls, collect dietary requirements and send final confirmations.
How many craft fair exhibitors do I need?: The number depends on your venue and stall size, so measure the usable floor area before accepting applications. Leave clear visitor routes and reserve space for workshops, seating, coat racks and waste bins instead of using every wall or corner.
What should I prepare the day before a craft fair?: Print the floor plan, signage and name badges, assemble craft kits, check stock and groceries, and pack equipment such as card machines, extension cords and power strips. If the venue allows it, set out tables and chairs the day before to reduce setup time on opening morning.

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.