How to organise a fair from first plans to opening time

Organising a fair means coordinating suppliers, attractions, food, payments and volunteers in the right order. Start by fixing the date and venue, then handle permits, power, toilets, security and attractions before promoting the event. In the final week, confirm every delivery, assign volunteer shifts and check the layout and safety plan. On the day, leave time for receiving attractions, chilling drinks, preparing food and testing payment terminals 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 the event date
2 people
2
Reserve venue
3
Apply for a permit
4
Reserve attractions
2 people
5
Reserve game stations
6
Reserve power supply
7
Reserve toilets
8
Reserve security
9
Send invitations
2 people
10
Publish promotion
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Confirm deliveries
15
Work out the floor plan
2 people
16
Check the safety plan
2 people
17
Check the weather forecast
18
Do the shopping
3 people
19
Sort prizes
2 people
20
Prepare cash registers
2 people
21
Chill drinks
2 people
22
Prepare snacks
4 people
23
Prepare materials
3 people
24
Cordon off the area
3 people
25
Receive attractions
3 people
26
Have attractions inspected
2 people
27
Build party tents
5 people
28
Set up tables and chairs
4 people
29
Set up game stands
4 people
30
Connect power
2 people
31
Hang lighting
3 people
32
Hang decorations
3 people
33
Install cash registers
2 people
34
Set up prize tables
2 people
35
Set up food stall
4 people
36
Place drinks at the bar
2 people
37
Place waste stations
2 people
38
Check toilets
2 people
39
Prepare first aid supplies
40
Check site safety
3 people
41
Brief volunteers
2 people

Event

42
Open the doors
2 people
43
Check the entrance
3 people
44
Operate the attractions
8 people
45
Staff Game Stations
6 people
46
Prepare food
4 people
47
Serving food
4 people
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Award prizes
2 people
51
Keep the grounds clean
3 people
52
Empty trash bins
2 people
53
Restock toilets
54
Be the first aid contact
2 people
55
Operate the music
56
Close out the registers
2 people
57
Ensure visitors leave safely
4 people

Aftercare

58
Take down attractions
3 people
59
Clean food stall
3 people
60
Wash dishes
3 people
61
Clean up the venue
5 people
62
Dispose of waste
3 people
63
Remove decorations
3 people
64
Dismantle furniture
4 people
65
Remove power supply
2 people
66
Clean materials
3 people
67
Return borrowed items
2 people
68
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Foldable tablesqty 10
Folding chairsqty 60
Beer tablesqty 8
Bar stoolsqty 12
Checkout tablesqty 3
Prize tablesqty 4

Equipment

Refrigeratorsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Gas barbecuesqty 2
Party speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 8
Payment terminalsqty 3
Carnival game setsqty 6
Ring toss setsqty 2
Tin can toss setsqty 2
Duck fishing gamesqty 2
Wheel of fortune
Entrance signsqty 3
Barrier fencesqty 30
Bollardsqty 20
Barrier tapeqty 6
Cable matsqty 12
Cash boxesqty 3
Cash change traysqty 3
Prize couponsqty 500
Game tokensqty 1000

Tableware

Reusable cupsqty 500
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpsqty 3
Fairground signsqty 8
Directional signsqty 12
Tableclothsqty 15
Prize standsqty 4

Lighting

String lightsqty 8
Work lightsqty 4

Cleaning

Waste binsqty 20
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mop setsqty 3
Bucketsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Book the venue, attractions, game stations, toilets, power supply and security before sending invitations. These suppliers often determine the layout and may need several weeks’ notice.
Apply for the permit before publishing the full event details. Include attractions, tents, food preparation, amplified sound, power cables and any area that will be cordoned off.
Create the floor plan around visitor flow: place checkout and prize tables where they are easy to find, keep extension cords out of walkways, and leave clear access for deliveries and emergency routes.
Assign volunteers to specific shifts and jobs rather than asking for general help. Cover registration, cash registers, food and drinks, attraction supervision, deliveries and closing, with overlap during setup and opening.
Check the weather forecast 48 hours before the fair and again on the morning itself. Confirm party tents, rechargeable lamps, refrigerators or coolers, and a backup plan for outdoor attractions before setup begins.

Frequently asked questions

How early should I start organising a fair?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, venue, permit, suppliers and attractions; send invitations only after the key facilities are confirmed.
When should I apply for a fair permit?: Apply as soon as the date, venue and basic programme are fixed, preferably 6 to 8 weeks ahead. Requirements vary, so check whether food, tents, sound, traffic control or temporary power need separate approval.
How much food and drink should I prepare for a fair?: Estimate attendance first, then prepare drinks for the busiest period rather than the average hour. For the first hour, allow roughly 2 to 3 drinks per person and add extra water; prepare snacks in batches so they can be replenished without overcrowding the serving area.
When should I check deliveries and the fair layout?: Confirm all deliveries 3 to 5 days before the event and check the floor plan at least one day beforehand. On setup day, receive attractions before opening, test power and payment terminals, and keep clear routes for late deliveries.

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.