How to organise a hobby fair from start to finish

A hobby fair needs more than tables and exhibitors. Start by fixing the date, opening hours and venue, then build the exhibitor list before you plan the visitor experience. The layout, registration process, demonstrations, refreshments and volunteer roles all affect how smoothly the day runs. Work backwards from opening time so printed materials, equipment, cash and final confirmations are ready before exhibitors arrive.

Organize this event for free with Lizzt

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
Reserve the venue and hall
3
Work out the trade fair layout
2 people
4
Compile exhibitor list
2 people
5
Invite exhibitors
2 people
6
Create visitor invitations
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm exhibitors
2 people
12
Assign pitch locations
2 people
13
Send visitor information
14
Publish parking information
15
Plan the program and demonstrations
2 people
16
Order catering
17
Check supplies
2 people
18
Have printed materials made
19
Assign volunteers
2 people
20
Create volunteer instructions
21
Arrange cash and change
22
Check final exhibitor list
2 people
23
Do the shopping
2 people
24
Set up printed materials and supplies
2 people

Event

25
Open venue
2 people
26
Receive deliveries
2 people
27
Check the hall and passageways
2 people
28
Set up tables and chairs
6 people
29
Mark stalls
2 people
30
Number exhibitor tables
2 people
31
Set up the reception desk
2 people
32
Build the catering point
2 people
33
Prepare coffee and tea
2 people
34
Chill drinks
2 people
35
Hang decorations
2 people
36
Set up signage
2 people
37
Set up demonstration tables
3 people
38
Welcome exhibitors
3 people
39
Guide exhibitors to their booths
3 people
40
Support stand setup
4 people
41
Test demonstration equipment
2 people
42
Staff the registration desk
2 people
43
Welcome visitors
3 people
44
Hand out program brochures
2 people
45
Explain the route and venue rules
2 people
46
Guide demonstrations
2 people
47
Lead the workshops
3 people
48
Staff the catering point
2 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Register lost and found items
55
Answer visitor questions
2 people
56
Inform last visitors
2 people
57
Have exhibitors dismantle their booths
4 people
58
Check out exhibitors
2 people

Aftercare

59
Collect materials
4 people
60
Clear tables and chairs
5 people
61
Wash dishes
2 people
62
Sort and remove waste
2 people
63
Clean the room
3 people
64
Clean the restrooms
2 people
65
Return venue keys
66
Return borrowed items
2 people
67
Clear away leftover stock
2 people
68
Handle unclaimed property
69
Collect invoices and receipts
70
Send the exhibitor thank-you message

What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 180
Bar stoolsqty 8
Reception desk
Clothes racksqty 4
Bollardsqty 8
Waste binsqty 8

Equipment

Laptopsqty 2
Tabletsqty 2
Printer
Extension cordsqty 8
Power stripsqty 10
Projector
Projection screen
Portable speakersqty 2
Microphone
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving tongsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving traysqty 6

Decorations

Tableclothsqty 24
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Photo backdrop
Table signsqty 30
Program postersqty 12
Directional signsqty 16
Welcome Banner
Workshop signsqty 6
Photo framesqty 12
Table number holdersqty 30

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Catering

Groceries

Registration

Name badgesqty 220
Lanyardsqty 220
Visitor badgesqty 200
Exhibitor badgesqty 40
Desk pensqty 12
Cash box
Payment terminal
Clipboardsqty 6

Craft supplies

Scissor setsqty 12
Cutting matsqty 8
Glue gunsqty 6
Brush setsqty 12
Work traysqty 24
Storage boxesqty 20
Clothespinsqty 100
Wire dispensersqty 6
Mannequinsqty 4
Display standsqty 12
Sales containersqty 30
Price holdersqty 60

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 12
Non-slip matsqty 8
Fire blanketsqty 2

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning cart

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Foldable hand trucksqty 2

Office

Notepadsqty 12
Pen holdersqty 6
Markersqty 12
Whiteboard
Whiteboard markersqty 12
Document foldersqty 10
Bindersqty 6
Label maker

Tips

Set the venue layout before assigning pitches. Mark tables, chairs, reception, clothing racks, walkways, power points and waste bins so exhibitors know exactly where they are going and visitors can move easily.
Invite exhibitors early enough to build a reliable list, then confirm every participant before publishing the final pitch plan. Late changes affect signage, visitor information, tables and power requirements.
Open visitor registration before sending the full visitor information. Collect dietary requirements at the same time, because catering quantities and serving arrangements are difficult to change during the final week.
Plan demonstrations with precise start times and test the projector, screen, speakers and microphone before opening. A written programme should show where each demonstration takes place and how long it lasts.
Give volunteers short written instructions and assign specific shifts, including reception, directions, refreshments and closing tasks. Count cash and change before doors open, and keep a final checklist for printed materials, supplies and shopping.

Frequently asked questions

How far in advance should I organise a hobby fair?: Start planning at least 8 to 12 weeks before the fair. Reserve the venue first, then allow time for exhibitor invitations, visitor registration, printed materials and final confirmations.
How do I plan the layout for a hobby fair?: Draw the hall to scale and assign every exhibitor a pitch before sending directions. Leave clear walkways, place the reception desk near the entrance and identify power access for demonstrations or equipment at least 2 weeks before the event.
When should I send hobby fair invitations?: Invite exhibitors as soon as the date, opening hours and venue are confirmed, ideally 8 weeks ahead. Send visitor invitations once registration is ready, then issue practical information such as parking and arrival details about 1 week before opening.
How much food and drink do I need for a hobby fair?: Base catering on confirmed registrations and add a small buffer of about 10 percent. Plan refreshments by service period, collect dietary requirements during registration and finish the order at least 5 to 7 days before the fair.

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.