How to organise a film fair from start to finish

A film fair needs more than tables and exhibitors. Start by securing the venue and recording the exact event hours, then work backwards from the day to build exhibitor and visitor registrations. The busiest planning points are usually stall allocation, entry information, catering and volunteer cover. Allow time to process exhibitor details, print lists and badges, and test the registration equipment before doors open.

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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
Reserve venue
2
Record date and times
3
Recruit exhibitors
2 people
4
Open the registration form
5
Send invitations
2 people
6
Open visitor registration
7
Post promotion online
8
Distribute promotional posters
2 people
9
Confirm exhibitors
10
Process exhibitor details
11
Assign stalls
2 people
12
Create floor plan
13
Collect dietary requirements
14
Book catering
15
Set admission prices
16
Prepare entry forms
17
Prepare name badges
2 people
18
Inform exhibitors
19
Schedule volunteers
20
Print the visitor list
21
Print directions
22
Sort wristbands
2 people
23
Bundle promotional materials
2 people
24
Check stock of groceries
25
Do the shopping
2 people
26
Prepare cash register and change
2 people
27
Chill drinks
2 people

Event

28
Open venue
2 people
29
Receive deliveries
2 people
30
Set up tables and chairs
4 people
31
Mark stalls
2 people
32
Welcome exhibitors
2 people
33
Guide exhibitors to their spots
2 people
34
Set up standing tables
4 people
35
Set up displays and racks
4 people
36
Distribute price tags
2 people
37
Hang up signage
2 people
38
Set up the entrance desk
2 people
39
Build the catering buffet
3 people
40
Set out coffee and tea
2 people
41
Test the sound and lighting
2 people
42
Check toilets
43
Brief entrance staff
2 people
44
Open the doors
2 people
45
Check in visitors
3 people
46
Hand out program brochures
2 people
47
Support exhibitors
2 people
48
Serve catering
3 people
49
Refill drinks
2 people
50
Keep buffet clean
2 people
51
Empty trash bins
2 people
52
Clean toilets in between
53
Staff the entrance desk
2 people
54
Process Cash Payments
55
Monitor a steady flow of visitors
2 people
56
Inform exhibitors about closing
57
Guide visitors to the exit
2 people
58
Prepare sales balance
2 people
59
Check out exhibitors
2 people

Aftercare

60
Store the cash register securely
2 people
61
Dismantle booth materials
4 people
62
Clear tables and chairs
4 people
63
Wash dishes
2 people
64
Collect waste
3 people
65
Clean the venue
3 people
66
Remove decorations
2 people
67
Sort borrowed items
2 people
68
Return materials
2 people
69
Store leftover stock
2 people
70
Register lost and found items
71
Respond to visitor messages
72
Send thank-you message to exhibitors
73
Share photos with participants

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Entrance desk
Clothes racksqty 8
Display racksqty 12
Coolersqty 4

Equipment

Card machinesqty 2
Laptopsqty 2
Tabletsqty 2
Label printers
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 10
Power stripsqty 12
USB chargersqty 6

Lighting

LED lightsqty 12
Desk lampsqty 10
Light standsqty 4

Decorations

Film fair bannersqty 4
Postersqty 30
Tableclothsqty 30
Directional signsqty 12
Sticky tackqty 8
Cable tiesqty 100

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 12
Serving boardsqty 8
Storage binsqty 12
Thermos flasksqty 6

Catering

Visitor wristbandsqty 150
Name badgesqty 80
Badge holdersqty 80
Program leafletsqty 150
Admission ticketsqty 150
Price tagsqty 500
Paper bagsqty 150
Cash tray insertsqty 2
Cash box
Small change traysqty 2
Pensqty 30
Permanent markersqty 12
Notepadsqty 10
Sticky notesqty 20
Clipboardsqty 8
Printer paperqty 500
Envelopesqty 100
Trade fair bagsqty 150
Groceries

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4
Glovesqty 20
Hand sanitizerqty 6

Tips

Secure the venue and record the date, opening time and access time before inviting exhibitors. You need the access window to plan stall setup, signage and volunteer shifts.
Recruit exhibitors before opening visitor registration, then confirm each exhibitor’s details and assign stalls from a floor plan. Leave enough space for tables, display racks, clothes racks and visitor movement.
Set admission prices and prepare entry forms early. Print the visitor list, directions, name badges and wristbands no later than the day before, and keep a digital copy on a laptop or tablet.
Check power points against the equipment plan at least one week before the fair. Count extension cords, power strips, USB chargers, LED lights and card machines rather than assuming the venue has enough.
Book catering only after collecting dietary requirements, then check grocery stock and do the shopping before setup day. Count reusable cups, coffee cups, plates, cutlery and serving platters for the expected attendance.

Frequently asked questions

How far in advance should I book a venue for a film fair?: Book the venue at least 8 to 12 weeks before the fair if you need time to recruit exhibitors and promote visitor registration. Confirm both the event hours and your setup access time when booking.
When should exhibitors be confirmed for a film fair?: Aim to confirm exhibitors 3 to 4 weeks before the event. That gives you time to process their details, assign stalls, finish the floor plan and send practical arrival information.
When should I open visitor registration?: Open visitor registration once the date, venue and admission prices are fixed, ideally 4 to 6 weeks before the fair. Close or review the list 1 to 2 days beforehand so entry forms and printed lists are accurate.
How many volunteers do I need for a film fair?: Plan at least 1 volunteer for the entrance desk, 1 for exhibitor support and 1 for general floor help during each busy shift. For a larger fair, add one person for every 50 to 75 expected visitors.

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.