How to organise a home and living fair

Start with the structure of the fair, not the decorations. Set the date and opening hours, secure a venue layout that fits tables, display cases and clothing racks, then build the exhibitor and visitor process around it. Exhibitors need clear deadlines, stand numbers and practical information before invitations go out. Workshops, catering details and printed materials follow once registrations give you reliable numbers. The final checks focus on stock, signage, power access and a room that visitors can navigate easily.

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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
Confirm the venue and room layout
2 people
3
Make reservations
4
Check permits and notifications
5
Draft participant terms and conditions
2 people
6
Contact exhibitors
3 people
7
Register exhibitors
2 people
8
Send exhibitor information
9
Put together the workshop offerings
2 people
10
Confirm workshop leaders
2 people
11
Design invitations
2 people
12
Send invitations
2 people
13
Post the online announcement
14
Process registrations
2 people
15
Collect dietary requirements
16
Confirm visitor information
17
Create a visitor map
2 people
18
Assign stand numbers
2 people
19
Finalize the program
2 people
20
Prepare name badges
2 people
21
Print signage
22
Print information leaflets
2 people
23
Print participant list
24
Check stock
2 people
25
Order shopping list
26
Collect materials
2 people
27
Do the shopping
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Pack catering
2 people
31
Open venue
2 people
32
Check floor and entrance
2 people
33
Set up tables and chairs
6 people
34
Mark stalls
3 people
35
Welcome exhibitors
3 people
36
Hand Out Booth Materials
2 people
37
Have exhibitors set up
6 people
38
Hang up decorations
3 people
39
Set up the information desk
2 people
40
Set up the registration table
2 people
41
Set up workshop space
3 people
42
Set up the catering buffet
3 people
43
Prepare coffee and tea
2 people
44
Set out price lists and brochures
3 people
45
Test sound and presentation
2 people
46
Clear emergency routes
2 people
47
Check toilets
48
Hold team briefing
8 people

Event

49
Open the doors
3 people
50
Register visitors
3 people
51
Welcome visitors
2 people
52
Hand out maps
2 people
53
Support exhibitors
2 people
54
Lead the workshops
3 people
55
Announce presentations
56
Serve coffee and tea
2 people
57
Serve snacks
2 people
58
Refill drinks
2 people
59
Keep buffet clean
2 people
60
Empty trash bins
2 people
61
Check toilets periodically
62
Register lost property
63
Wrap up the final workshop
2 people
64
Guide visitors to the exit
2 people

Aftercare

65
Have exhibitors take down their stands
6 people
66
Collect stand materials
3 people
67
Wash dishes
3 people
68
Clean up catering
3 people
69
Put furniture back
5 people
70
Clean the venue
4 people
71
Dispose of waste
2 people
72
Inventory materials
2 people
73
Return borrowed materials
2 people
74
Store leftover stock
2 people
75
Collect invoices and receipts
76
Send thank-you message

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
High tablesqty 8
Counter table
Stoolsqty 12
Tableclothsqty 24
Display casesqty 6
Brochure racksqty 8
Clothes racksqty 4
Bollardsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Cable tiesqty 50
Multitoolqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 8
Storage binsqty 12
Tea towelsqty 12
Serving traysqty 8

Decorations

Entrance sign
Program postersqty 8
Wayfinding signsqty 12
Table signsqty 24
Name badgesqty 100
Badge holdersqty 100
Buntingqty 8
Artificial plantsqty 12
Table décorqty 24

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mop setsqty 2
Cleaning bucketsqty 4
Hand broomsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Reserve the venue and confirm the room layout before contacting exhibitors. Mark entrances, exits, workshop space and stand areas so you know how many tables, chairs and display cases can actually fit.
Give exhibitors one clear information deadline, ideally 2–3 weeks before opening. Collect their details, assign stand numbers and send the visitor map and practical instructions together rather than in separate messages.
Set workshop capacity before publishing the programme. Confirm each workshop leader, allow time between sessions, and publish the final timetable only after the leaders and room setup are confirmed.
Order printed materials after registrations provide a realistic headcount. Prepare name badges, participant lists, information leaflets and signage at least 3–5 days before the fair, with a small spare quantity.
Check power and presentation equipment during the room setup, not on opening morning. Test the laptop, projector, screen, speakers and microphone, secure extension cords with cable ties, and place charging stations where they do not block walkways.

Frequently asked questions

How far in advance should I organise a home and living fair?: Allow at least 8–12 weeks for a small fair with multiple exhibitors. You need that time to confirm the venue, check permits, recruit exhibitors, publish invitations, process registrations and finalise workshops.
When should exhibitors receive the practical information?: Send the main exhibitor information 2–3 weeks before the fair, once registrations and stand numbers are stable. Include arrival instructions, the visitor map, stand location, setup times and any participant terms.
How many printed materials should I prepare?: Use the registration count as your base and print about 5–10% extra information leaflets and name badges. Prepare the participant list and final programme 3–5 days before opening, after late registrations have been processed.
When should I check the equipment and room setup?: Do a full technical and furniture check at least one day before the fair, or several hours before opening if the venue allows no earlier access. Test every microphone, speaker, projector and power connection before exhibitors arrive.

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.