How to organise a hobby fair from first invitation to opening

A hobby fair needs more than tables and exhibitors. Start by fixing the date and opening hours, then build a reliable participant list before assigning stalls or confirming suppliers. Give exhibitors clear terms, setup instructions and deadlines, and draw the floor plan early enough to check power, walkways and information points. In the final week, prepare badges, signage, programs, payment equipment and refreshments so the setup team can focus on opening the venue on time.

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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
Publish participant form
4
Send invitations
2 people
5
Post fair information online
6
Process registrations
2 people
7
Keep track of the participant list
8
Collect dietary requirements
9
Assign stalls
2 people
10
Make reservations
11
Confirm suppliers
12
Create Trade Show Floor Plan
2 people
13
Assign volunteers
2 people
14
Send participant instructions
15
Design signage
16
Prepare entry forms
2 people
17
Making participant badges
2 people
18
Print the program
19
Do the shopping
2 people
20
Check materials
2 people
21
Prepare cash register and change
2 people
22
Remind participants about set-up
23
Set out nonperishable food
2 people
24
Brief the setup team
2 people
25
Open venue
2 people
26
Unload materials
4 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Hang up stand numbers
2 people
30
Set up exhibits
8 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Set up the cash register
2 people
34
Set up the information desk
2 people
35
Set up coffee station
2 people
36
Chill drinks
2 people
37
Prepare snacks
3 people
38
Check toilets
39
Clear emergency routes
2 people
40
Test audio and microphone
2 people

Event

41
Open the entrance
3 people
42
Welcome visitors
3 people
43
Distribute tickets and program
2 people
44
Guide participants
2 people
45
Announce Demonstrations
46
Staff the cash register
2 people
47
Staff the information desk
2 people
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
Wash dishes
2 people
54
Inform participants about closing
55
Close entrance
2 people
56
Escort the last visitors
3 people

Aftercare

57
Close the register
2 people
58
Have participants start winding down
6 people
59
Packing exhibition materials
6 people
60
Clear tables and chairs
4 people
61
Remove decorations
3 people
62
Collect waste
3 people
63
Clear away dishes and kitchen equipment
3 people
64
Clean the venue
4 people
65
Clean the restrooms
2 people
66
Return materials
3 people
67
Return borrowed items
2 people
68
Store leftover groceries
2 people
69
Thank participants
70
Process lost and found items
71
Archive photos and materials
72
Handle outstanding payments

What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 80
Bar stoolsqty 6
Information desk
Cash desk table
Coat racksqty 2
Waste binsqty 8
Clothes racksqty 6
Storage binsqty 12
Display standsqty 10
Backdropsqty 12
Tableclothsqty 30

Equipment

Card machine
Cash box
Laptop
Printer
Extension cordsqty 8
Power stripsqty 10
USB chargersqty 4
Portable speakersqty 2
Microphone
Microphone stand
Electronic scale
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 40
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80
Serving spoonsqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Serving traysqty 6
Ice packsqty 16
Kitchen tweezersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8
Table décorqty 30
Name badgesqty 80
Chalkboardsqty 12
Chalk markersqty 12
Adhesive hooksqty 40
Barrier tapeqty 2
Table numbersqty 30
Information boardsqty 12
Directional signsqty 16
Program boardsqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Rubber glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Lighting

LED string lightsqty 6
LED lightsqty 12
Desk lampsqty 8
Extension cordsqty 8

Catering

Groceries

Tips

Set the date and opening hours before publishing the participant form. Give exhibitors a firm registration deadline, then keep one live list showing confirmed participants, dietary requirements and any special setup needs.
Assign stalls only after registrations are processed. Draw the floor plan with walkways, the information desk, cash desk, coat racks and waste bins included; this prevents you from discovering on setup day that tables block an exit or power point.
Send participant instructions at least 7 days before the fair. Include the arrival and setup time, stall location, what exhibitors must bring, and when the doors open to visitors.
Prepare payments and printed materials several days before opening. Test the card machine, count the cash float, print badges and programs, and keep a printer, laptop, extension cords and power strips available for last-minute corrections.
Brief the setup team before the venue opens. Put out tables, chairs, tablecloths, display stands and nonperishable food in the planned order, then check signs, lighting, chargers, coffee equipment and waste bins before exhibitors arrive.

Frequently asked questions

How long does it take to organise a hobby fair?: Allow at least 8 to 12 weeks for a small hobby fair. You need time to publish the participant form, process registrations, assign stalls, confirm suppliers and send final instructions at least 7 days before the event.
When should I invite exhibitors to a hobby fair?: Send the first invitations 6 to 10 weeks before the fair. Set a registration deadline around 3 weeks before opening so you still have time to create the floor plan, make badges and replace cancellations.
How do I plan the layout for a hobby fair?: Create the floor plan after registrations close, ideally 2 to 3 weeks before the event. Mark every stall, walkway, entrance, information desk, cash desk and power connection, then share stall assignments with participants before setup day.
What should I prepare the day before a hobby fair?: Finish printing, payment checks and packing at least 1 day ahead. Prepare badges, programs, signage, cash and change, table materials, coffee supplies and participant information so the setup team only needs to position and check them on the day.

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.