How to organise a fashion fair

A fashion fair depends on more than inviting exhibitors and opening the doors. Start by fixing the date and venue, then build the exhibitor list, publish registration details and plan the floor before ordering supplies. Allow time for terms and conditions, dietary requirements, parking information and printed materials. On the final day, check every booth area, test the card terminals and cash register, and leave enough time to receive deliveries 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
Confirm date and location
2 people
2
Draft participant terms and conditions
2 people
3
Contact exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Post on social media
7
Process registrations
8
Confirm exhibitors
9
Collect dietary requirements
10
Create the booth layout
2 people
11
Update participant list
12
Send parking information
13
Check the purchase list
2 people
14
Order print materials
15
Order groceries
16
Send exhibitor letter
17
Assign volunteers
2 people
18
Make name badges
2 people
19
Print floor plan
20
Test the cash register and card terminal
2 people
21
Inventory materials
2 people
22
Pick up groceries
2 people
23
Open venue
2 people
24
Receive deliveries
2 people
25
Check floor and entrance
2 people
26
Set up tables
4 people
27
Set up clothing racks
4 people
28
Set up chairs
2 people
29
Build fitting rooms
3 people
30
Place mirrors
2 people
31
Hang up stand numbers
2 people
32
Hang up decorations
3 people
33
Connect lighting
2 people
34
Place the entrance sign
35
Set up registration desk
2 people
36
Lay out name badges
37
Set up coffee station
2 people
38
Chill drinks
2 people
39
Set out snacks
2 people
40
Check the card machine
41
Check toilets
42
Briefing for reception team
3 people
43
Brief exhibitors
4 people

Event

44
Welcome visitors
3 people
45
Register visitors
2 people
46
Hand out maps
47
Support exhibitors
2 people
48
Check fitting rooms
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Empty trash bins
53
Check toilets periodically
54
Check stock
55
Make evening rounds of the booths
2 people
56
Inform last visitors
2 people

Aftercare

57
Close the register
2 people
58
Let exhibitors unload
3 people
59
Dismantle clothing racks
4 people
60
Clear tables and chairs
4 people
61
Take down fitting rooms
3 people
62
Remove decorations
3 people
63
Disconnect lighting
2 people
64
Wash dishes
2 people
65
Collect waste
2 people
66
Clean the venue
3 people
67
Inventory materials
2 people
68
Return materials
2 people

What to bring

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

Furniture

Clothes racksqty 24
Foldable tablesqty 18
Chairsqty 40
Bar stoolsqty 8
Changing room screensqty 8
High tablesqty 6
Registration desk
Waste binsqty 8
Mirrorsqty 8
Coat racksqty 4
Tableclothsqty 20
Clothes hangersqty 500
Shoe racksqty 8
Presentation blocksqty 12
Cash desk table

Equipment

Card machinesqty 4
Cash drawersqty 4
Tabletsqty 4
Extension cordsqty 12
Power stripsqty 12
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Label printersqty 2
Handheld scannersqty 2

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 12

Decorations

Stand signsqty 24
Entrance sign
Floor plansqty 150
Name badgesqty 80
Directional signsqty 12
Buntingqty 8
Artificial plantsqty 16
Adhesive hooksqty 100
Clothing coversqty 100

Lighting

LED spotlightsqty 16
String lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Ice spoonsqty 4
Bottle openersqty 4
Cutting boardsqty 3

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the exhibitor deadline at least 2–3 weeks before the fair. You need the final participant list to create the booth layout, prepare name badges and send accurate parking information.
Design the floor plan around changing rooms, mirrors and clothes racks rather than filling the room with tables first. Leave clear routes to the registration desk, toilets and exits, and print a copy for the setup team.
Confirm each exhibitor after registration closes, then send one exhibitor letter with arrival instructions, booth details and practical venue information. Last-minute confusion usually starts when these details are split across several messages.
Test every card machine, cash drawer, tablet and extension cord before opening the venue. A payment test the day before is faster than discovering on the morning that a terminal has no power or connection.
Order refreshments only after collecting dietary requirements and confirming attendance. Pick up groceries close to the event, while checking that coffee machines, kettles, cups, plates and waste bins are ready in the catering area.

Frequently asked questions

How far in advance should I organise a fashion fair?: Start at least 8–12 weeks before the event if you need multiple exhibitors, printed materials and a venue layout. Close registrations 2–3 weeks beforehand so you can confirm participants and assign booth spaces.
When should I confirm fashion fair exhibitors?: Send an initial confirmation when an application is accepted, then issue the final confirmation after registration closes. Send the exhibitor letter and booth details at least 7 days before the fair.
How do I plan the layout for a fashion fair?: Place changing-room screens, mirrors and clothing racks where visitors can reach them without blocking entrances or exits. Finish the floor plan 1–2 weeks before the event, then print an extra copy for setup and volunteer coordination.
When should I test the card machines at a fashion fair?: Test the card machines, cash drawers and tablets at least 24 hours before opening. Repeat a quick power and connection check when the venue opens, before exhibitors and 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.