How to organise a model train fair

A model train fair works best when exhibitor planning comes before the room setup. Set the date and opening hours, book a venue with enough space for tables and displays, then invite exhibitors and collect their exact requirements. Once registrations are in, build the floor plan around table sizes, visitor flow and power needs. The final week is for confirmations, printing, payments, catering and packing everything for a smooth setup.

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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
Reserve the venue and room layout
3
Invite exhibitors
2 people
4
Announce the trade fair
2 people
5
Open the registration form
6
Register exhibitors
2 people
7
Note table requirements per exhibitor
8
Collect dietary requirements
9
Determine catering quantities
10
Check insurance details
11
Create floor plan
2 people
12
Finalize exhibitor layout
2 people
13
Send information message
14
Design signage
15
Make name badges
2 people
16
Print exhibitor list
17
Print maps
18
Exchange cash
19
Test payment terminal
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Bring materials to the venue
4 people
23
Check the Venue
2 people
24
Set up tables and chairs
6 people
25
Number the exhibitor tables
2 people
26
Place tablecloths
4 people
27
Set up display cases
4 people
28
Set up demo tables
3 people
29
Distribute power outlets
2 people
30
Connect lighting
2 people
31
Hang up signage
2 people
32
Set up registration desk
2 people
33
Set up catering point
3 people
34
Check toilets
35
Welcome exhibitors
4 people
36
Check model-building tables
3 people

Event

37
Open cashier and registration
2 people
38
Welcome visitors
3 people
39
Process admission fees
2 people
40
Inform visitors
2 people
41
Support exhibitors
2 people
42
Guide demonstrations
2 people
43
Keep walkways clear
2 people
44
Serve drinks
2 people
45
Make coffee and tea
2 people
46
Set out snacks
2 people
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Empty trash bins
2 people
50
Keep the catering table clean
51
Check toilets periodically
52
Create a photo record
53
Guide visitors to the exit
2 people
54
Close the register
2 people
55
Have exhibitors dismantle their booths
3 people
56
Pack the models safely
3 people

Aftercare

57
Take down tables and chairs
5 people
58
Empty the display cases
4 people
59
Switch off equipment
2 people
60
Disconnect lighting
2 people
61
Collect waste
3 people
62
Wash dishes
2 people
63
Clean up catering
2 people
64
Sweep and mop the hall
3 people
65
Clean the restrooms
2 people
66
Remove decorations
2 people
67
Hand over the venue
2 people
68
Pack up leftover items
3 people
69
Return materials
2 people
70
Register lost and found items
71
Send follow-up message to exhibitors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 110
Registration desk
Folding chairs for exhibitorsqty 24
Display casesqty 8
Model podiumsqty 20
Tableclothsqty 24
Bollardsqty 12
Queue ropesqty 8

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Laptopsqty 2
Tabletsqty 2
Printer
Extension cordsqty 8
Power stripsqty 16
USB chargersqty 6
Glue gunsqty 2
Demo lightingqty 10
Handheld microphonesqty 2
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED work lightsqty 6
Light Stripsqty 4
Emergency lightingqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Insulated glovesqty 2

Decorations

Exhibitor signsqty 30
Name badgesqty 150
Badge holdersqty 100
Directional signsqty 20
Information boardsqty 8
Tapeqty 8
Painter's tapeqty 8
Ropeqty 2
Clampsqty 30
Table number cardsqty 30

Model-making materials

Protective matsqty 10
Cutting matsqty 10
Model building tool setsqty 6
Magnifying lampsqty 4
Model standsqty 30
Dust coversqty 20
Transport binsqty 12
Storage cratesqty 20

Cleaning

Waste binsqty 12
Trash binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Ask each exhibitor for their table length, number of chairs, display cases and power needs when they register. Confirm the final requirements at least 10 days before the fair so the floor plan does not change during setup.
Create the floor plan after registration closes, leaving clear routes between rows and space for the registration desk, queues and demonstrations. Number every exhibitor table and send the layout with the final information message.
Plan electrical access before placing tables. Count extension cords, power strips, USB chargers and lighting needs by area, then test the payment terminals and bring power banks as a backup.
Send exhibitors one practical information message 5–7 days before opening. Include arrival and unloading instructions, table numbers, opening hours, parking or access details, catering arrangements and what they must bring themselves.
Finish printing and cash preparation the day before: prepare name badges, exhibitor lists, maps and signage, exchange the required cash, chill drinks and pack materials in labelled boxes. Keep emergency lighting, walkie-talkies and a venue checklist together for the final room check.

Frequently asked questions

How far in advance should I organise a model train fair?: Start at least 12 weeks before the event. Book the venue first, invite exhibitors within the next 1–2 weeks, and close exhibitor registration early enough to finalise the floor plan and catering.
How do I plan tables for a model train fair?: Collect each exhibitor’s table requirements during registration, then draw the layout after registrations close. Leave clear walkways and reserve space for the registration desk, displays, queues and any demonstration area.
What should I send exhibitors before a model train fair?: Send the final information message 5–7 days before opening. Include their table number, arrival time, unloading instructions, room layout, opening hours, catering details and any equipment they need to provide themselves.
When should I prepare signage and payment equipment?: Prepare signage, maps, name badges and exhibitor lists at least 2 days beforehand. Test every payment terminal the day before, and keep cash boxes, a printer and backup charging equipment ready for event day.

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