How to organise a hobby fair without last-minute confusion

A hobby fair works best when exhibitors, workshops and visitor information are arranged before you start promoting the event. Set the date and room layout first, then contact hobby clubs, register exhibitors and confirm workshop leaders. Once the programme is stable, publish the event, process registrations and prepare signage, badges and floor plans. The final week is for checking materials by booth, confirming refreshments, arranging payments and making sure every workshop has what it needs.

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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 date and program
2 people
2
Determine venue and room layout
2 people
3
Contact hobby clubs
2 people
4
Register exhibitors
2 people
5
Collect workshops
2 people
6
Confirm workshop leaders
2 people
7
Send invitations
2 people
8
Publish the online event
9
Process registrations
2 people
10
Collect dietary requirements
11
Distribute promotional posters
2 people
12
Send directions
13
Finalize the exhibitor list
2 people
14
Finalize workshop schedule
2 people
15
Prepare name badges
2 people
16
Design signage
17
Print floor plan
18
Order refreshments
2 people
19
Check the shopping list
2 people
20
Arrange cash and change
21
Sort materials by booth
3 people
22
Set out workshop materials
3 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Check coffee and tea set
26
Prepare the registration table
2 people
27
Open hall
2 people
28
Check the lighting
2 people
29
Set up tables and chairs
6 people
30
Hang up stand numbers
2 people
31
Welcome exhibitors
3 people
32
Hand Out Booth Materials
3 people
33
Have exhibitors set up
6 people
34
Set up workshop tables
4 people
35
Prepare workshop materials
3 people
36
Set up coffee station
2 people
37
Prepare snacks
3 people
38
Hang up signage
2 people

Event

39
Staff the entrance desk
2 people
40
Welcome visitors
2 people
41
Distribute program
2 people
42
Support exhibitors
2 people
43
Process workshop registrations
2 people
44
Lead the workshops
4 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Arrange breaks for volunteers
51
Take photos of the trade fair
52
Inform last visitors
2 people
53
Close the entrance desk
2 people

Aftercare

54
Have exhibitors take down their stands
6 people
55
Collect workshop materials
3 people
56
Pack leftover food
2 people
57
Wash dishes
3 people
58
Clear tables and chairs
5 people
59
Remove decorations
2 people
60
Collect waste
3 people
61
Clean the room
4 people
62
Switch off equipment
2 people
63
Collect lost property
64
Lock up the venue
2 people
65
Inventory materials
2 people
66
Remove empty packaging
2 people
67
Return borrowed materials
2 people
68
Archive photos and files
69
Send thank-you message

What to bring

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

Furniture

Tablesqty 30
Chairsqty 120
Stoolsqty 12
Registration desk
Coat racksqty 4
Waste binsqty 8
Coat racksqty 2

Decorations

Tableclothsqty 30
Booth numbersqty 30
Name badgesqty 50
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Sticky tackqty 6
Adhesive tapeqty 8
Directional signsqty 12
Info boardsqty 8

Equipment

Cash register
Payment terminal
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
Printer
Projector
Projection screen
Microphone
Portable speakerqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving traysqty 6
Measuring cupsqty 4

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Bread knivesqty 2
Storage binsqty 12
Pliersqty 6
Serving jugsqty 4
Teapotsqty 2

Workshop materials

Cutting matsqty 12
Apronsqty 20
Brush setsqty 20
Paint palettesqty 20
Scissorsqty 20
Glue gunsqty 8
Glue sticksqty 40
Pencilsqty 40
Markersqty 40
Craft binsqty 12
Floor matsqty 20

Lighting

Desk lampsqty 12
LED string lightsqty 6
Spare batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4
Hand sanitizerqty 6

Catering

Groceries

Tips

Fix the room layout before sending invitations. Count tables, chairs and power points for each booth, then leave clear routes to the registration desk, workshops and refreshments.
Give exhibitors a firm registration deadline at least 14 days before the fair. Use the final list to create booth numbers, name badges, the floor plan and directional signs without repeated changes.
Confirm each workshop leader’s schedule and materials at least 7 days in advance. Sort supplies by booth or workshop so volunteers are not searching through shared boxes during setup.
Publish practical visitor information as soon as the programme is confirmed. Send directions, opening times, workshop details and registration instructions at least 5 days before the event, then update only essential changes.
Finish the money and refreshment check the day before. Prepare the cash register, payment terminal and change, chill drinks, and check the coffee, tea and serving equipment before the doors open.

Frequently asked questions

How far in advance should I organise a hobby fair?: Start planning at least 8 to 12 weeks ahead. Contact hobby clubs and potential workshop leaders first, because the exhibitor list and programme determine the room layout, publicity and material orders.
When should exhibitors register for a hobby fair?: Set the exhibitor deadline 14 days before the event. Keep the final 7 days for assigning booth numbers, printing badges, completing the floor plan and resolving missing information.
How many volunteers do I need for a hobby fair?: Plan for at least one person at registration, one person coordinating workshops and one person handling setup or general questions while visitors arrive. Add one extra volunteer for every 10 to 15 exhibitors if booths need frequent support.
When should I prepare the hobby fair materials?: Sort workshop materials and booth supplies 1 to 2 days before the fair. Prepare signage, badges, the printed floor plan and payment equipment the day before, then reserve the event morning for room setup and final checks.

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.