How to organise a fair without missing the critical details
Organising a fair starts with the site, permissions and a realistic layout—not with decorations. Confirm attractions, operators, catering, power, toilets, security and waste collection before you publish the event. Then build the safety and traffic plans, assign volunteers and track registrations and dietary requirements. On the final days, check supplier arrivals, equipment, cash handling and lighting so the fair can open safely and run without avoidable delays.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Apply for a permit
2 people
- 2
Record the venue
2 people
- 3
Reserve fairground attractions
2 people
- 4
Confirm fairground operators
2 people
- 5
Book catering
- 6
Arrange music
- 7
Reserve security
2 people
- 8
Reserve power supply
2 people
- 9
Arrange waste collection
- 10
Reserve toilets
- 11
Check insurance
- 12
Prepare safety plan
3 people
- 13
Determine evacuation routes
2 people
- 14
Draw the floor plan
2 people
- 15
Develop the traffic plan
2 people
- 16
Locate the first aid station
2 people
- 17
Send invitations
3 people
- 18
Place publicity
2 people
- 19
Process registrations
2 people
- 20
Collect dietary requirements
- 21
Assign volunteers
2 people
- 22
Inform suppliers
2 people
- 23
Check the shopping list
2 people
- 24
Do the shopping
3 people
- 25
Collect cash from the register
2 people
- 26
Check the weather forecast
- 27
Inspect the site
3 people
- 28
Place traffic barriers
4 people
- 29
Have attractions brought in
4 people
- 30
Position attractions
6 people
- 31
Have attractions inspected
2 people
- 32
Connect power
3 people
- 33
Cover cables safely
3 people
- 34
Set up tents
6 people
- 35
Set up tables
4 people
- 36
Set up chairs
4 people
- 37
Hang decorations
3 people
- 38
Hang lighting
3 people
- 39
Set up food stall
4 people
- 40
Chill drinks
3 people
- 41
Prepare snacks
4 people
- 42
Set up coffee station
2 people
- 43
Set up the first aid station
2 people
- 44
Check toilets
2 people
- 45
Place waste stations
3 people
- 46
Set up the information desk
2 people
- 47
Prepare cash registers
2 people
- 48
Brief volunteers
3 people
- 49
Carry out a safety check
4 people
Event
- 50
Open the doors
4 people
- 51
Welcome visitors
4 people
- 52
Handle ticket sales
3 people
- 53
Operate the attractions
8 people
- 54
Staff Game Stations
5 people
- 55
Serving food
5 people
- 56
Serve drinks
4 people
- 57
Serve coffee and tea
2 people
- 58
Refill drinks
3 people
- 59
Refill snacks
2 people
- 60
Collect waste
3 people
- 61
Check toilets
2 people
- 62
Staff the first aid station
2 people
- 63
Patrol the grounds
4 people
- 64
Operate the music
- 65
Handle announcements
- 66
Announce the final round
- 67
Close attractions
8 people
- 68
See visitors out
4 people
Aftercare
- 69
Close out the registers
3 people
- 70
Store money safely
2 people
- 71
Clear away food and drinks
4 people
- 72
Wash dishes
3 people
- 73
Dispose of trash bags
4 people
- 74
Clean the grounds
6 people
- 75
Take down tents
6 people
- 76
Gather tables and chairs
4 people
- 77
Remove decorations
3 people
- 78
Dismantle lighting
3 people
- 79
Send attractions off
4 people
- 80
Check materials
3 people
- 81
Return borrowed materials
2 people
- 82
Clean cooling materials
2 people
- 83
Remove traffic barriers
4 people
- 84
Register lost and found items
- 85
Hand over the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 6
- Foldable tablesqty 12
- Folding chairsqty 60
- Beer tablesqty 8
- Stoolsqty 20
- Clothes racksqty 2
Equipment
- Refrigeratorsqty 3
- Coolersqty 6
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 4
- Contact grillsqty 2
- Frying pan cratesqty 2
- Payment terminalsqty 3
- Sound system
- Microphonesqty 2
- Extension cordsqty 8
- Cable reelsqty 4
- Power stripsqty 10
Lighting
- LED lampsqty 12
- String lightsqty 8
- Work lightsqty 4
- Flashlightsqty 6
Tableware
- Reusable cupsqty 400
- Coffee cupsqty 250
- Platesqty 250
- Bowlsqty 100
- Cutlery setsqty 250
- Serving plattersqty 20
- Serving jugsqty 6
- Thermos flasksqty 6
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 6
- Serving spoonsqty 10
- Pliersqty 8
- Measuring cupsqty 4
- Storage binsqty 20
- Bottle openersqty 6
Catering
- Napkinsqty 1000
- Snack cupsqty 500
- French fry cupsqty 300
- Skewersqty 500
- Strawsqty 300
- Receipt rollsqty 12
Decorations
- Buntingqty 12
- Balloonsqty 300
- Balloon pumpqty 2
- Tableclothsqty 16
- Directional signsqty 12
- Information boardsqty 8
- Price listsqty 12
Safety
- Crowd barriersqty 30
- Traffic conesqty 20
- Barrier tapeqty 6
- Fire extinguishersqty 6
- First aid kitsqty 2
- Safety vestsqty 20
- Work glovesqty 12
Cleaning
- Waste binsqty 20
- Waste binsqty 6
- Broom setsqty 6
- Floor squeegeesqty 3
- Bucketsqty 6
- Spongesqty 12
- Cleaning glovesqty 12
Information
- Cash registersqty 3
- Cash boxesqty 3
- Walkie-talkiesqty 10
- Wristbandsqty 500
- Floor plansqty 500
- Clipboardsqty 8
Groceries
- Groceries
Tips
- Start the site and permit work first. Record the venue, draw the floor plan and map evacuation routes before placing stalls, tents, attractions, toilets or the first aid station.
- Book attractions and infrastructure before sending invitations. Fairground operators, catering, security, toilets, power and waste collection all need confirmed arrival times and access instructions.
- Plan electricity by area, not just by appliance. Match refrigerators, coffee machines, food warmers, sound equipment and lighting to the reserved power supply, then prepare extension cords, cable reels and power strips without creating trip hazards.
- Treat food and visitor numbers as one planning task. Process registrations, collect dietary requirements and check quantities for chilled storage, serving ware and hot-food equipment before shopping.
- Set a timed setup and closing plan with named volunteers. Include who checks stalls and tents, guides suppliers, monitors cash and payment terminals, switches on lighting, and reports incidents to the safety lead.
Frequently asked questions
- How far in advance should I organise a fair?
- Start at least 8 to 12 weeks before the fair. Use the first 2 weeks for the permit, venue record, insurance and core bookings; confirm suppliers, volunteers and safety details during the following weeks.
- What do I need to plan for fairground attractions?
- Reserve the attractions early and confirm each operator before publishing the programme. Ask for arrival, setup and removal times at least 2 weeks in advance, and include their footprint in the floor plan and evacuation routes.
- How many volunteers do I need for a fair?
- Set a named volunteer for every operational role and add at least 20% cover for breaks, late arrivals and unexpected tasks. Finalise the rota 1 to 2 weeks beforehand, with separate responsibility for suppliers, safety, visitor information and cash.
- When should I arrange power, toilets and waste collection for a fair?
- Confirm power, toilets and waste collection at least 4 weeks before the event, then reconfirm access and delivery times 3 to 5 days before setup. Check that cables, lighting and service areas do not block visitor routes or emergency access.
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