How to organise a hobby fair without last-minute problems

A hobby fair needs more than tables and exhibitors. Start by securing the venue, checking permits and setting the visitor capacity before inviting makers or clubs. Then build the programme around confirmed workshops, process registrations and collect dietary and accessibility information. In the final weeks, lock the floor plan, send each exhibitor their stand location and prepare the information desk, signage, badges and payment equipment.

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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
Confirm venue and hall
2
Check permits
3
Invite exhibitors
2 people
4
Send visitor invitations
2 people
5
Publish registration form
6
Put together the workshop program
2 people
7
Send exhibitor terms and conditions
8
Process registrations
2 people
9
Collect dietary requirements
10
Process workshop registrations
11
Finalize exhibitor confirmations
12
Create the table layout
2 people
13
Reserve rental equipment
14
Assign volunteers
2 people
15
Post promotion on social media
16
Distribute posters
2 people
17
Publish accessibility information
18
Calculate catering quantities
19
Purchase workshop materials
2 people
20
Print program and route
21
Prepare name badges
2 people
22
Compile exhibitor information
23
Create floor plans and signage
2 people
24
Check the final visitor list
25
Email booth spaces to exhibitors
26
Check stock
2 people
27
Buy non-perishable groceries
2 people
28
Arrange keys and access
29
Receive rental equipment
2 people
30
Assemble workshop kits
3 people
31
Print attendance lists
32
Test the sound and lighting
2 people
33
Buy perishables
2 people
34
Charge payment equipment
35
Set out materials by zone
3 people
36
Check the hall floor
2 people
37
Set up tables and chairs
5 people
38
Number exhibitor booths
2 people
39
Set up workshop tables
3 people
40
Hang decorations
3 people
41
Hang up signage
2 people
42
Set up the information desk
2 people
43
Set up the catering buffet
3 people
44
Chill drinks
2 people
45
Set out workshop materials
3 people
46
Sort name tags
47
Test the cash register and card terminal
2 people
48
Welcome exhibitors
3 people
49
Guide exhibitors to their booths
3 people
50
Conduct final safety check
2 people

Event

51
Welcome visitors
3 people
52
Register visitors
2 people
53
Distribute program
2 people
54
Support exhibitors
2 people
55
Lead the workshops
3 people
56
Serve drinks
2 people
57
Refill snacks
2 people
58
Refill drinks
2 people
59
Refill coffee and tea
60
Keep buffet and tables clean
2 people
61
Empty trash bins
2 people
62
Check toilets
63
Reset workshop rooms
2 people
64
Inform last visitors
2 people
65
Check out exhibitors
2 people
66
Guide visitors safely outside
2 people

Aftercare

67
Close the register
2 people
68
Collect lost and found items
69
Pack workshop materials
3 people
70
Take down tables and chairs
5 people
71
Remove decorations
3 people
72
Collect and sort waste
3 people
73
Clean the hall and kitchen
4 people
74
Return materials
2 people
75
Return venue keys
76
Send exhibitor thank-you notes

What to bring

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

Furniture

Exhibition tablesqty 24
Workshop tablesqty 6
Chairsqty 80
Bar stoolsqty 4
Foldable info desk table
Clothes racksqty 4
Bollardsqty 8
Tableclothsqty 30

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Pastry platesqty 100
Teaspoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Decorations

Balloonsqty 100
Buntingqty 12
Table décorqty 12
Table signsqty 30
Name badgesqty 40
Directional signsqty 20
Program postersqty 12
Exhibitor badgesqty 40

Equipment

Cash boxqty 2
Payment terminalqty 2
Tablet for registrationqty 2
Chargersqty 6
Extension cordsqty 8
Power stripsqty 8
USB hubsqty 4
Display standsqty 8
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Label maker
Laminator

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Cool bowlsqty 6
Serving traysqty 6
Washing-up basinsqty 3
Trash binsqty 8

Cleaning

Broomqty 3
Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4

Lighting

LED string lightsqty 8
Standing lampsqty 4
Emergency lightsqty 4

Craft supplies

Scissorsqty 24
Cutting matsqty 12
Glue gunsqty 12
Brush setsqty 12
Paint apronsqty 24
Mixing palettesqty 12
Paintbrush potsqty 24
Work traysqty 30

Safety

First aid kit
Fire blanketsqty 2
Cable traysqty 12
Work glovesqty 12

Groceries

Groceries

Tips

Confirm the hall, permits and access arrangements before sending exhibitor invitations. This prevents you from promising spaces or workshop capacity that the venue cannot support.
Set a firm registration deadline and review the list at least 7 days before the fair. Use the final numbers to calculate catering, print programmes and prepare name badges.
Build the floor plan after you know the exhibitor count and workshop requirements. Keep clear routes between exhibition tables, workshop tables, the information desk and accessible entrances.
Send exhibitor terms, arrival instructions and stand locations in one message no later than 5 days before the event. Include power arrangements so exhibitors know whether they need extension cords or power strips.
Test the registration tablet, chargers, payment terminal and kassabox before opening. Prepare the information desk, arrows, programme posters and exhibitor badges before exhibitors arrive, not during visitor entry.

Frequently asked questions

How far in advance should I organise a hobby fair?: Start at least 8 to 12 weeks ahead. Secure the venue and permits first, then allow several weeks for exhibitor invitations, visitor registration, workshop planning and promotion.
When should exhibitors receive their stand location?: Send stand locations about 5 days before the fair, once registrations and the floor plan are final. Include arrival times, table details, access information and any power limitations.
How many workshop places should I offer at a hobby fair?: Set workshop capacity according to the number of workshop tables and chairs available, then keep a small buffer of 1 or 2 places for practical adjustments. Close workshop registration when the room reaches its safe, usable capacity.
When should I print the programme and visitor route?: Print them after the final visitor list, workshop registrations and floor plan have been checked, preferably 3 to 5 days before the event. Printing earlier often leads to outdated times, room names or exhibitor details.

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.