How to organise a fancy fair without last-minute chaos

A fancy fair runs smoothly when visitors can see where to go, volunteers know what to do and every game is ready before the doors open. Start with the date, opening hours and a simple site map, then build the programme around your games, stalls and raffle. Registrations, suppliers and volunteers need attention early; prizes, cash, food and signage are the details that often get left until the final day. Use the plan below to work through the preparation in the right order.

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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
Create site map
2 people
3
Select games and activities
3 people
4
Record suppliers and reservations
2 people
5
Design invitations
2 people
6
Send invitations
3 people
7
Open registrations
8
Recruit volunteers
3 people
9
Purchase game prizes
2 people
10
Collect raffle prizes
3 people
11
Process registrations
2 people
12
Collect dietary requirements
2 people
13
Hang promotional posters
3 people
14
Arrange cash and change
2 people
15
Test payment terminal
2 people
16
Write out the game rules
3 people
17
Print floor plan and signage
2 people
18
Do the shopping
4 people
19
Prepare raffle tickets
2 people
20
Sort gift tables
3 people
21
Check game materials
3 people
22
Prepare prizes per game
3 people
23
Prepare snacks
5 people
24
Chill drinks
2 people
25
Prepare cash envelopes
2 people
26
Set up tables and chairs
6 people
27
Build party tents
6 people
28
Set up game stations
6 people
29
Hang decorations
4 people
30
Decorate the stage area
3 people
31
Set up sound equipment
3 people
32
Set up buffet and drink tables
4 people
33
Lay out crockery and cutlery
3 people
34
Set up the cash register and payment point
2 people
35
Set up the raffle table
2 people
36
Place name badges and program booklets
2 people
37
Check and restock toilets
2 people
38
Check safety and pedestrian routes
2 people
39
Brief volunteers
4 people

Event

40
Welcome visitors
4 people
41
Sell entry tickets and raffle tickets
3 people
42
Staff game stations
10 people
43
Hand out game prizes
3 people
44
Serve snacks
4 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Refill buffet regularly
2 people
48
Check tables and trash bins
2 people
49
Announce the program
50
Prepare the lottery drawing
3 people
51
Award raffle prizes
3 people
52
Announce the final round
53
Close the register
2 people
54
See visitors out
3 people

Aftercare

55
Store food and drinks safely
3 people
56
Collect game materials
5 people
57
Remove decorations
4 people
58
Sort and remove waste
4 people
59
Wash dishes and cutlery
4 people
60
Wipe down tables and chairs
3 people
61
Sweep and mop rooms
4 people
62
Take down party tents
6 people
63
Put furniture back
5 people
64
Return borrowed materials
2 people
65
Store leftover items
3 people
66
Collect lost and found items
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
Folding chairsqty 120
Buffet tablesqty 4
Checkout tablesqty 2
Terrace benchesqty 8
Tableclothsqty 20
Clothes racksqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable glassesqty 240
Cupsqty 120
Knivesqty 160
Forksqty 160
Spoonsqty 160
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Ice spoonsqty 4

Decorations

Balloonsqty 300
Balloon pumpsqty 4
Buntingqty 20
Buntingqty 12
Table decorationsqty 20
Rolls of tapeqty 10
Rolls of binding twineqty 4
Scissor setsqty 4
Markersqty 24
Chalkboardsqty 10

Game materials

Ring toss setsqty 3
Tin can toss setsqty 3
Tug-of-war ropesqty 2
Sjoelbaksqty 2
Bingo cardsqty 200
Bingo cage
Diceqty 20
Playing cardsqty 10
Hoopsqty 12
Beanbagsqty 12
Plastic cups for the gameqty 60
Conesqty 30
Stopwatchesqty 6

Catering

Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Napkin holdersqty 12
Drink dispensersqty 4
Water jugsqty 8
Ice packsqty 24
Candy bagsqty 180
Prize bagsqty 200
Raffle box
Raffle wheel
Raffle ticketsqty 1000
Prize tablesqty 3

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Waste binsqty 12

Lighting

Light hosesqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Groceries

Groceries

Tips

Create the site map before arranging tables and tents. Mark the entrance, registration or checkout point, game areas, food and drinks, raffle or gift tables, seating and power points so extension cords do not become a trip hazard.
Confirm suppliers, reservations and volunteer shifts at least 2 weeks before the fair. Keep one contact list with arrival times, responsibilities and a backup person for each key task.
Prepare each game as a complete kit 1 day before opening: written rules, materials, tickets if needed and prizes in a labelled box. This prevents volunteers from searching for missing items while visitors are waiting.
Set up the money process before the event starts. Prepare cash envelopes, arrange change, test the payment terminal and give the checkout team one written procedure; count the float before opening and after closing.
Work backwards from opening time for food and drinks. Chill drinks several hours ahead, prepare snacks close to serving time, and set out reusable plates, bowls, glasses and serving utensils so the buffet does not depend on one busy volunteer.

Frequently asked questions

How far in advance should you organise a fancy fair?: Start planning 6 to 8 weeks before the fair. Set the date, opening hours, activities, suppliers and registration process first; send invitations and recruit volunteers once the basic programme is fixed.
How many volunteers do you need for a fancy fair?: Plan at least 1 volunteer per active game or stall, plus 2 people for checkout or registration, 1 for food and drinks, and 1 floating coordinator. For example, 8 active stations usually need about 12 to 14 volunteers across shifts.
When should you prepare prizes for a fancy fair?: Buy game prizes at least 2 weeks beforehand and collect raffle prizes as soon as suppliers confirm them. Sort prizes by game and prepare labelled sets 1 day before the event so distribution is quick.
How much change should you prepare for a fancy fair?: Prepare enough small change for the first 2 hours, based on your expected cash sales and prices. Count and record the starting float before opening, keep it in a labelled cash envelope, and test card payments before visitors arrive.

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.