How to organise a fashion fair from start to finish

A fashion fair needs two plans running together: one for exhibitors and one for visitors. Start by confirming the date and venue, then recruit exhibitors while registration is still open. Once you know who is attending, build the booth layout, confirm practical requirements and send clear visitor information. Most problems appear late: missing power, unclear unloading arrangements, untested card terminals or too little time to set up changing areas and signage.

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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
Invite exhibitors
2 people
3
Publish registration form
4
Process registrations
5
Confirm exhibitors
6
Create the booth layout
2 people
7
Send visitor invitations
2 people
8
Post on social media
9
Process visitor registrations
10
Collect dietary requirements
11
Order catering
12
Check power outlets
2 people
13
Check insurance and permits
14
Print floor plan
15
Print exhibitor information
16
Prepare name badges
2 people
17
Prepare price tags
2 people
18
Test cash registers and card terminals
2 people
19
Create a music playlist
20
Check catering materials
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Open venue
2 people
24
Cordon off the loading and unloading area
2 people
25
Connect lighting
2 people
26
Set up the cloakroom
2 people
27
Set up the registration table
2 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Set up clothing racks
4 people
31
Build fitting rooms
3 people
32
Place mirrors
2 people
33
Hang up decorations
2 people
34
Hang up stand numbers
2 people
35
Put up route signs
2 people
36
Welcome exhibitors
3 people
37
Register exhibitors
2 people
38
Unload clothing
4 people
39
Dress the standing tables
4 people
40
Display clothing
6 people
41
Check fitting rooms
2 people
42
Set up coffee station
2 people
43
Set up the reception desk
2 people
44
Brief service team
2 people

Event

45
Open the doors
3 people
46
Welcome visitors
3 people
47
Check the entrance
2 people
48
Staff the cloakroom
2 people
49
Support exhibitors
2 people
50
Serve coffee and tea
2 people
51
Refill drinks
2 people
52
Serve snacks
2 people
53
Check fitting rooms
2 people
54
Hang the clothes back up
2 people
55
Empty trash bins
2 people
56
Check toilets
57
Check stock
58
Inform visitors
2 people
59
Provide music
60
Announce final sales round
61
See visitors out
3 people
62
Lock the cloakroom
2 people

Aftercare

63
Have exhibitors take down their stands
4 people
64
Load clothing and materials
4 people
65
Dismantle clothing racks
4 people
66
Take down fitting rooms
3 people
67
Dismantle tables and chairs
4 people
68
Remove decorations
2 people
69
Collect tableware
2 people
70
Wash dishes
2 people
71
Collect waste
3 people
72
Clean the venue
4 people
73
Switch off equipment
2 people
74
Disconnect lighting
2 people
75
Collect lost and found items
76
Pack supplies
2 people
77
Return rented materials
2 people
78
Hand over the venue
2 people
79
Call Exhibitors Back

What to bring

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

Furniture

Market stallsqty 20
Clothes racksqty 24
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Changing room screensqty 8
Coat racksqty 4
Coat hangersqty 250
Storage cratesqty 30
Mirrorsqty 8
Waste binsqty 10

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Fabric table skirtsqty 12
Tableclothsqty 12
Decorative coat hangersqty 40
Flower arrangementsqty 8
Balloonsqty 100
Buntingqty 12
Booth numbersqty 20
Route signsqty 12
Arrow stickersqty 40

Equipment

Card machinesqty 4
Cash registersqty 4
Receipt printersqty 4
Extension cordsqty 12
Power stripsqty 12
Laptopsqty 2
Label printersqty 2
Speakersqty 2
Microphone
Clothes steamersqty 4
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Spotlightsqty 12

Kitchen

Cutting boardsqty 4
Serving tongsqty 8
Serving jugsqty 6
Coolersqty 4
Water jugsqty 8
Bottle openersqty 4
Knivesqty 4
Bowlsqty 12

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 2
Cleaning cartsqty 2

Lighting

String lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Catering

Groceries

Tips

Close exhibitor registration before finalising the booth layout. Allow space for market stalls, clothes racks, mirrors and changing room screens, and keep a clear route between booths.
Check every exhibitor’s power needs at least one week before the fair. Test extension cords, power strips, lighting and card terminals before doors open rather than during setup.
Plan the arrival sequence for the venue opening time. Cordon off loading and unloading, print the floor plan and booth numbers, and tell exhibitors where to unload before they arrive.
Confirm catering quantities after visitor and exhibitor registrations are processed. Collect dietary requirements in advance, then check cups, glasses, plates, cutlery and serving trays before delivery.
Allow at least 60 minutes for final checks before visitors enter. Chill drinks, prepare name badges and price tags, connect lighting, test cash registers and place route signs where visitors make a decision.

Frequently asked questions

How far in advance should I organise a fashion fair?: Start at least 8 to 12 weeks ahead. This gives you time to confirm the venue, invite exhibitors, process registrations, arrange catering and resolve equipment or permit issues.
When should exhibitor registration close for a fashion fair?: Close registration 2 to 3 weeks before the event. You need the final exhibitor list to create the booth layout, print information, prepare badges and check power requirements.
How much setup time does a fashion fair need?: Reserve at least 3 hours for exhibitor setup, followed by 60 minutes for final checks. Clothing racks, mirrors, changing room screens, lighting, signage and payment equipment take longer to position and test than expected.
What should I check the day before a fashion fair?: Check the floor plan, booth numbers, route signs, catering materials, drinks, name badges and payment equipment the day before. Also confirm the venue opening time, unloading area and any insurance or permit requirements.

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.