How to organise a gem fair without last-minute problems

A gem fair needs more than tables and attractive displays. Start by fixing the date and venue, then handle permits, insurance, exhibitors and registrations before planning the visitor experience. The booth layout, power supply, payment setup and gemstone labels must work together on the day. This approach gives exhibitors clear instructions early and leaves time to check tickets, cash, catering and 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
Set the fair date and location
2 people
2
Check permits and notifications
3
Arrange event insurance
4
Contact exhibitors
2 people
5
Publish registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Confirm pitches
9
Collect dietary requirements
10
Book catering
11
Reserve security
12
Reserve power supply
13
Design promotional poster
14
Post promotion on social media
15
Design program booklet
16
Finalize the exhibitor list
17
Create a floor plan of the booths
18
Send exhibitor information
19
Create cash and payment plan
2 people
20
Prepare gemstone labels
2 people
21
Print information signs
22
Count wristbands and admission tickets
23
Withdraw petty cash
24
Do the shopping
2 people
25
Check materials
2 people
26
Chill drinks
2 people
27
Prepare catering
3 people
28
Set up the entrance table
2 people
29
Set up registration desk
2 people
30
Set up tables
5 people
31
Set up chairs
3 people
32
Hang up stand numbers
2 people
33
Connect lighting
2 people
34
Test the jewelry lighting
2 people
35
Hang up decorations
2 people
36
Place information signs
2 people
37
Welcome exhibitors
3 people
38
Guide exhibitors to their stands
3 people
39
Check booth setups
2 people
40
Carry out safety checks
2 people
41
Open the cash registers
2 people
42
Brief front desk staff
43
Give a security briefing

Event

44
Open the doors
3 people
45
Register visitors
3 people
46
Check admission tickets
2 people
47
Inform visitors
2 people
48
Support the stands during opening
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Keep the buffet tidy
53
Empty trash bins
2 people
54
Check toilets
55
Clean floors in between
2 people
56
Carry out security rounds
2 people
57
Check the lighting intermittently
58
Inform last visitors
2 people
59
Close doors
3 people

Aftercare

60
Close out the registers
2 people
61
Secure cash
2 people
62
Check out exhibitors
2 people
63
Collect gemstone labels
2 people
64
Dismantle tables and chairs
5 people
65
Dismantle lighting
2 people
66
Remove decorations
2 people
67
Wash dishes
2 people
68
Thoroughly clean the venue
3 people
69
Take waste to the collection point
2 people
70
Count and pack materials
2 people
71
Return borrowed materials
2 people
72
Store leftover catering
73
Archive photos and documents
74
Register lost and found items
75
Return lost property
76
Invoice the stallholders
77
Check supplier invoices
78
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 60
Foldable tablesqty 4
Bar stoolsqty 8
Party tentsqty 4
Tableclothsqty 28
Table display casesqty 20
Display standsqty 40
Acrylic standsqty 50
Storage cratesqty 30
Bollardsqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Cash register terminalsqty 3
Card machinesqty 4
Cash boxesqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 12
Power stripsqty 10
Rechargeable phone chargersqty 6
Flashlightsqty 6
Handheld microphone
Speakersqty 2

Lighting

LED light stringsqty 12
LED spotlightsqty 20
Desk lampsqty 24
Batteriesqty 48

Decorations

Entrance sign
Route signsqty 12
Booth numbersqty 24
Information boardsqty 8
Flagsqty 8
Table decorationsqty 12
Chalkboardsqty 6
Pensqty 30
Name badgesqty 40
Wristbandsqty 500
Admission ticketsqty 500
Gemstone labelsqty 1000
Program bookletsqty 500
Pen holdersqty 8

Office

Clipboardsqty 8
Notepadsqty 12
Printer paperqty 500
Tapeqty 12
Scissorsqty 6
Staplersqty 4
Markersqty 24
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 4
Registration foldersqty 6
Envelopesqty 100

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12
Cable matsqty 16
Flashlightsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Microfiber clothsqty 24
Toilet brushesqty 4

Catering

Thermos flasksqty 6
Buffet tablesqty 3
Cooler cratesqty 6
Napkin holdersqty 8
Coffee filtersqty 3
Groceries

Tips

Set the date and venue first, then check permits, notifications and event insurance before inviting exhibitors. Allow at least 6–8 weeks for approvals and policy arrangements.
Ask exhibitors for their pitch requirements and dietary needs when they register. Confirm each booth in writing and send the final floor plan and arrival instructions at least 7 days before the fair.
Plan every booth around tables, display cases, stands and storage crates, leaving clear visitor routes and space for power cables. Mark entrances, exits and restricted areas on the floor plan.
Create the payment plan before promotion starts: decide where cash boxes, card machines and cash register terminals will be used, and withdraw petty cash 1–2 days before opening.
Finish labels, information signs, the program booklet and exhibitor list at least 3 days ahead. On the final day, count tickets and wristbands, check chargers and extension cords, and test the microphone and speakers.

Frequently asked questions

How far in advance should I organise a gem fair?: Start at least 8–12 weeks before the event. That gives you time to secure the venue, check permits and insurance, recruit exhibitors, process registrations and arrange catering, security and power.
When should I confirm gem fair exhibitors?: Confirm pitches as soon as registrations are reviewed, ideally no later than 3 weeks before the fair. Send the final booth position, setup time, payment information and equipment requirements at least 7 days before opening.
How do I plan the layout for a gem fair?: Create the floor plan after confirming the exhibitors and their table needs, usually 2–3 weeks in advance. Leave clear routes between booths and mark power points, the entrance, payment area, catering and emergency access.
When should I prepare signs and gemstone labels?: Prepare and proofread labels, information signs and the program booklet at least 3 days before the event. Keep one final checklist for tickets, wristbands, cash, card machines, cables and display materials on the day before opening.

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.