How to organise a garden fair from start to finish

Start by fixing the date and opening hours, then build the fair around your exhibitors, visitor flow and practical site needs. Check permits before publishing registration details, and confirm every exhibitor before you draw the booth layout. Plan power, payments, refreshments and weather cover early; these are often left until the final week. The last few days should be for printing lists and signs, checking equipment, and preparing the site rather than chasing missing confirmations.

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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
Draft participant terms and conditions
2 people
3
Check permit requirements
4
Contact exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Post promotion on social media
8
Hang posters
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors
12
Make reservations
13
Draw the booth layout
2 people
14
Determine visitor route
2 people
15
Check power outlets
16
Check the weather forecast
17
Add rain cover
2 people
18
Print exhibitor list
19
Prepare name badges
20
Prepare route signs
2 people
21
Print price lists
22
Do the shopping
2 people
23
Check materials
2 people
24
Set up tables and chairs
3 people
25
Test coffee equipment
2 people
26
Fill coolers
2 people
27
Clear the venue
4 people
28
Build party tents
6 people
29
Set up tables
4 people
30
Set up chairs and benches
3 people
31
Mark stalls
2 people
32
Welcome exhibitors
3 people
33
Hand Out Booth Materials
3 people
34
Place Plants on Presentation Tables
4 people
35
Hang up decorations
2 people
36
Put up route signs
2 people
37
Set up the cash register
2 people
38
Chill drinks
2 people
39
Set out coffee and tea
2 people
40
Set out snacks
2 people
41
Place waste bins
2 people
42
Check toilets

Event

43
Staff the entrance desk
2 people
44
Welcome visitors
2 people
45
Distribute program
2 people
46
Support exhibitors
2 people
47
Announce Demonstrations
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check toilets periodically
53
Clean tables in between
2 people
54
Restock snacks
2 people
55
Close the register
2 people
56
See visitors out
2 people

Aftercare

57
Have exhibitors take down their stands
4 people
58
Collect plants and materials
4 people
59
Wash dishes
2 people
60
Collect waste
3 people
61
Take down tents
6 people
62
Put furniture back
4 people
63
Thoroughly clean the venue
3 people
64
Dry and sort materials
2 people
65
Store supplies
2 people
66
Return borrowed items
2 people
67
Clear away unused groceries

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Benchesqty 8
Tableclothsqty 18
Display racksqty 10
Stoolsqty 12
Clothing rack
Bollardsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Cash boxesqty 2
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 6
Hand megaphone
Hand trucksqty 2

Gardening equipment

Watering canqty 6
Plant traysqty 30
Growing potsqty 50
Plantersqty 20
Work tablesqty 4
Garden glovesqty 12
Hand shovelsqty 8
Pruning shearsqty 6
Bucketsqty 8
Plant labelsqty 200
Ropeqty 4
Herringqty 48
Rubber hammersqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Decorations

Garden fair bannerqty 2
Buntingqty 8
Market stall signsqty 18
Name card holdersqty 30
Price holdersqty 60
Chalkboardsqty 6
Chalk markersqty 12
Flower pots for decorationqty 20
Directional signsqty 12

Lighting

LED light stringsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 20

Catering

Drink dispensersqty 3
Serving traysqty 8
Ice packsqty 24
Groceries

Tips

Set the date and opening hours before contacting exhibitors, then allow at least 2–3 weeks for registrations and replies. Publish participation terms with the registration form so exhibitors know what they must provide.
Draw the booth layout only after exhibitor numbers are confirmed. Leave clear space for the visitor route, queueing, tables, display racks and any stalls needing access to power.
Check permits and site restrictions at least 4 weeks before the fair. Also confirm where vehicles can unload, because tables, tents, plant trays and work tables are awkward to move once visitors arrive.
Create one power plan for coffee machines, kettles, payment terminals and other equipment. Use extension cords, power strips and cable trays only after checking outlet locations, and test the coffee equipment before opening.
Prepare the weather plan no later than the week before the fair. Add rain cover to exposed areas, check the forecast again 24 hours beforehand, and print exhibitor lists, name badges, price lists and route signs before setup day.

Frequently asked questions

How far in advance should I organise a garden fair?: Start planning at least 8–12 weeks before the event. Contact exhibitors and check permit requirements first, then leave the final 7 days for confirmations, printing, shopping and equipment checks.
When should I confirm garden fair exhibitors?: Set a registration deadline around 3–4 weeks before the fair and confirm exhibitors immediately afterwards. This gives you enough time to draw the booth layout, prepare badges and print an accurate exhibitor list.
How do I plan the layout for a garden fair?: Place booths along a clear visitor route and keep entrances, exits and queues unobstructed. Finalise the plan once the exhibitor list is closed, ideally at least 7 days before setup.
What should I do if it rains at a garden fair?: Decide at least 1 week in advance which areas need party tents or other rain cover. Check the forecast again 24 hours before opening and make sure signs, tables, payment equipment and electrical cables are protected.

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.