How to organise a fair without missing the essentials

Organising a fair starts with the site and the permissions, not the decorations. Confirm the date and location first, then secure the permit, traffic measures, operators, attractions, food stalls and essential facilities. Once the layout and safety plan are clear, you can coordinate suppliers, volunteers, registrations and promotion. This plan also covers the details that are often arranged too late, such as power connections, toilets, waste collection, dietary requirements and delivery access.

Organize this event for free with Lizzt

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 people
2
Apply for event permit
3
Report traffic measures
4
Contact fair operators
2 people
5
Reserve attractions
2 people
6
Reserve food trucks and stalls
2 people
7
Record the power supply
8
Arrange waste collection
9
Reserve toilet facilities
10
Check insurance coverage
11
Prepare safety plan
2 people
12
Determine evacuation routes
2 people
13
Arrange first aid staffing
14
Reserve security
15
Create a site map
2 people
16
Inform operators about the site layout
17
Send invitations
2 people
18
Post promotion on social media
19
Distribute posters
3 people
20
Process registrations
21
Collect dietary requirements
22
Assign volunteers
2 people
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Arrange delivery of fairground rides
4 people
26
Have stalls delivered
3 people
27
Cordon off the area
4 people
28
Lay out power cables safely
3 people
29
Hang lighting
3 people
30
Set up tables and chairs
4 people
31
Build the stalls
6 people
32
Inspect attractions technically
4 people
33
Position fire extinguishers
2 people
34
Set up the first aid station
2 people
35
Check toilets
2 people
36
Set up signage
3 people
37
Hang up decorations
3 people
38
Chill drinks
3 people
39
Prepare snacks
4 people
40
Set out tableware and cutlery
2 people
41
Set up cash registers and change
2 people
42
Brief volunteers
2 people
43
Carry out the final safety check
3 people

Event

44
Open the doors and entrance
3 people
45
Guide the entrance and visitor flow
4 people
46
Operate the attractions
8 people
47
Supervise games
4 people
48
Serve food
5 people
49
Serve drinks
4 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Clear tables
3 people
53
Empty trash bins
3 people
54
Clean the toilets in between
2 people
55
Do safety rounds
2 people
56
Staff the first aid station
2 people
57
Register lost and found items
58
Announce the final round
59
Have visitors leave in an orderly manner
4 people

Aftercare

60
Safely shut down attractions
4 people
61
Close out the registers
2 people
62
Store food and drinks safely
3 people
63
Wash dishes
3 people
64
Clear litter from the grounds
6 people
65
Clear tables and chairs
4 people
66
Remove decorations
3 people
67
Dismantle lighting
3 people
68
Take down the stalls
5 people
69
Take down attractions
4 people
70
Remove power cables
3 people
71
Clean the grounds
5 people
72
Inventory materials
2 people
73
Return borrowed materials
2 people
74
Have waste containers collected
75
Handle lost property

What to bring

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

Furniture

Beer tablesqty 12
Benchesqty 24
High tablesqty 8
Folding chairsqty 40
Market stallsqty 8
Party tentsqty 4
Cash register tablesqty 3

Equipment

Fair attractionsqty 3
Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 10
Cable reelsqty 6
Power stripsqty 8
Walkie-talkiesqty 8
Card machinesqty 3
Cash registersqty 3
Flashlightsqty 6

Tableware

Reusable cupsqty 400
Reusable wine glassesqty 100
Platesqty 300
Cutlery setsqty 300
Coffee cupsqty 100
Serving traysqty 12
Storage cratesqty 20

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Directional signsqty 12
Program boardsqty 4
Name badgesqty 40

Lighting

String lightsqty 10
LED lampsqty 16
Battery lanternsqty 8
Batteriesqty 32

Cleaning

Waste binsqty 16
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 6

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Traffic conesqty 20
Fire extinguishersqty 6
First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6

Paper goods

Floor plansqty 500
Wristbandsqty 400
Receipt rollsqty 12
Pensqty 20
Clipboardsqty 8

Catering

Groceries

Tips

Start with the date, site and permit process. Allow several weeks for the event permit and traffic measures, and do not book attractions or food stalls until the location and operating conditions are confirmed.
Build the site map before informing operators. Mark attractions, market stalls, food trucks, seating, toilets, waste points, power connections and evacuation routes so suppliers know where to unload and set up.
Record the power supply for every activity before ordering equipment. Coffee machines, kettles, refrigerators, food warmers, card machines and attractions may need separate circuits; plan extension cords, cable reels and power strips in advance.
Arrange visitor services early, not after the programme is full. Reserve toilet facilities, waste collection, first aid staffing, security and insurance checks several weeks before the fair, then include them on the safety plan.
Set a firm deadline for registrations and dietary requirements. Assign volunteers after you know the expected attendance, and check shopping, reusable cups, plates, cutlery, serving equipment and cold storage against that final number.

Frequently asked questions

How early should I apply for a fair permit?: Start the permit application as soon as the date and location are confirmed, preferably at least 8 to 12 weeks before the fair. Traffic measures, safety information and site plans may need to be submitted with it.
When should I book fair attractions and food trucks?: Contact attraction operators and food vendors 8 to 12 weeks ahead, then confirm them once the site and permit requirements are clear. Send the final site layout and arrival instructions at least 2 weeks before the event.
How do I plan power for a fair?: Make a power list at least 4 weeks before the fair, including refrigerators, coffee machines, food warmers, card machines and attractions. Note the supply available at the site and assign cable reels, extension cords and power strips before delivery day.
When should I arrange toilets, waste collection and first aid?: Reserve toilets, waste collection, first aid staffing and security at least 6 to 8 weeks before the fair. Reconfirm quantities, access times and emergency contacts 1 week before opening.

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.