How to organise a model train fair from start to finish

A model train fair needs more than tables and layouts: the exhibitor list, room plan, power supply and visitor flow must work together. Start by confirming the date and room, then recruit exhibitors before opening visitor registration. Once you know who is attending, assign booths, plan signage and arrange equipment such as display cases, model platforms, extension cords and payment terminals. The final week is for printing maps and lists, testing technology, confirming catering and giving volunteers a clear run sheet.

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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
Reserve the room
2
Confirm trade show date
3
Invite exhibitors
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Create the booth layout
2 people
9
Confirm exhibitors
10
Design floor plan
11
Design signage
12
Prepare promotion
2 people
13
Post on social media
14
Distribute posters
2 people
15
Set admission prices
16
Arrange cash float
17
Test payment terminal
18
Check the shopping list
19
Order catering
20
Confirm rental items
21
Schedule volunteers
22
Print the run sheet
23
Make name badges
2 people
24
Print exhibitor list
25
Print maps
26
Collect materials
2 people
27
Do the shopping
2 people
28
Pick up fresh catering
2 people
29
Check the Venue
2 people
30
Clear emergency exits
2 people
31
Set up tables
4 people
32
Set up chairs
3 people
33
Set up exhibition walls
3 people
34
Check power outlets
2 people
35
Hang lighting
2 people
36
Test model tracks
3 people
37
Set up demo tables
3 people
38
Set up registration desk
2 people
39
Set up the cash register
2 people
40
Hang up signage
2 people
41
Build the catering buffet
3 people
42
Chill drinks
2 people
43
Set up the coffee station
2 people
44
Welcome exhibitors
3 people
45
Register exhibitors
2 people
46
Set up mannequins
8 people
47
Final safety sweep
2 people

Event

48
Staff the entrance
2 people
49
Register visitors
2 people
50
Explain the program
51
Support exhibitors
2 people
52
Guide demonstrations
2 people
53
Serve catering
3 people
54
Serve coffee and tea
2 people
55
Refill drinks
2 people
56
Restock the buffet
2 people
57
Empty trash bins
2 people
58
Check toilets
59
Wash dishes
2 people
60
Check the lighting
61
Announce evening program
62
Close off the entrance
2 people
63
See visitors out
2 people
64
Wrap up sales
2 people
65
Check out exhibitors
3 people

Aftercare

66
Pack models safely
6 people
67
Dismantle booth materials
4 people
68
Clear tables and chairs
4 people
69
Remove decorations
2 people
70
Switch off equipment
2 people
71
Sort leftover catering
2 people
72
Wash dishes
3 people
73
Collect waste
3 people
74
Clean the room
4 people
75
Remove signs and stickers
2 people
76
Gather borrowed items
2 people
77
Return rental items
2 people
78
Securely store the cash takings
2 people
79
Register lost and found items
80
Thank exhibitors
81
Respond to visitor messages
82
Archive photos
83
Check invoices

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Registration desk
Cash desk table
High tablesqty 6
Waste binsqty 8
Shelving unitsqty 8
Clothes racksqty 2
Table skirtsqty 12
Transport cartsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Payment terminalsqty 2
Laptop
Printer
Extension cordsqty 12
Power stripsqty 12
USB chargersqty 4
Demo screensqty 2
Handheld microphonesqty 2
Speakersqty 2
External hard drive

Display

Display wallsqty 16
Presentation boardsqty 8
Model platformsqty 24
Turntablesqty 6
Pedestal Blocksqty 12
Display casesqty 4
Table sign holdersqty 24
Model railway matsqty 6
Barrier tapeqty 8

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Serving tongsqty 4
Thermos flasksqty 6
Water jugsqty 6

Decorations

Trade show tableclothsqty 24
Entrance banner
Decorative flagsqty 12
Directional signsqty 12
Name badge holdersqty 40

Lighting

LED work lightsqty 8
String lightsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Scissorsqty 4
Serving plattersqty 8
Cool bagsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3

Safety

Fire extinguishersqty 2
First aid kits
Cable matsqty 12
Bollardsqty 12
Work glovesqty 12

Catering

Groceries

Tips

Confirm the room dimensions and available power before creating the booth layout. Count tables, display walls and model platforms against the floor plan, and keep walkways wide enough for visitors carrying purchases.
Invite exhibitors early and set a firm confirmation deadline. You need the final exhibitor count before printing the exhibitor list, maps, name badges and booth signage.
Open visitor registration only after you have decided what information you need. Collect dietary requirements at the same time, then use the registration numbers to estimate catering and volunteer coverage.
Test every payment terminal, laptop, printer, microphone and demo screen before the event day. Bring extension cords, power strips and USB chargers, and label which equipment belongs to each booth.
Prepare the event-day paperwork in one place: the run sheet, exhibitor list, maps, badges and volunteer schedule. Keep a cash float ready even if card payments are available, because some exhibitors or visitors may still need cash.

Frequently asked questions

How far in advance should I organise a model train fair?: Start planning at least 12 weeks before the fair. Confirm the date and room first, then allow several weeks to invite exhibitors, process registrations and finalise the booth layout.
When should exhibitor registration close?: Close exhibitor registration 3 to 4 weeks before the event. This gives you time to confirm each exhibitor, design the floor plan, assign booths and print badges, maps and lists.
How many volunteers do I need for a model train fair?: Plan for at least 1 volunteer at registration, 1 for payments or the cash desk, and 1 roaming helper for every 50 to 75 visitors expected at the busiest time. Add setup and pack-down help if exhibitors cannot move their own tables and displays.
When should I test the payment terminal and event equipment?: Test payment terminals, the printer, microphones and demo screens 3 to 5 days before opening. Repeat a quick check on the morning of the fair, after all extension cords and power strips have been connected.

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.