How to organise a music fair without losing control

Organising a music fair means running an exhibition and a live programme at the same time. Start by confirming the date, venue, participant terms and permits before contacting exhibitors or booking musicians. Then build the floor plan around market stalls, stage space, visitor flow and power requirements. Leave enough time to process registrations, collect dietary requirements, finalise the programme and test the sound, payment and ticketing systems before opening.

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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 date and location
2 people
2
Set participant terms
2 people
3
Contact exhibitors
2 people
4
Book musicians for performances
2 people
5
List technical requirements
2 people
6
Make a venue reservation
7
Check permits
8
Check insurance
9
Draw the booth layout
2 people
10
Draw stage layout
2 people
11
Publish registration form
12
Send invitations
2 people
13
Announce event online
14
Register exhibitors
2 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Finalize the program
2 people
18
Inform exhibitors
2 people
19
Book catering
20
Reserve security
21
Reserve audio equipment
22
Test the cash register system
2 people
23
Print visitor information
2 people
24
Sort wristbands and tickets
2 people
25
Prepare name badges
2 people
26
Make route and safety signs
2 people
27
Check the shopping list
28
Do the shopping
2 people
29
Pick up fresh catering
2 people
30
Collect equipment and materials
2 people
31
Pick up venue keys
32
Remind exhibitors
33
Open venue
2 people
34
Clear the loading and unloading area
2 people
35
Set up tables and chairs
4 people
36
Mark stalls
2 people
37
Welcome exhibitors
3 people
38
Hand out stand signs
2 people
39
Unload instruments safely
4 people
40
Set up the stage
4 people
41
Connect the sound system
3 people
42
Test the microphones and instruments
3 people
43
Hang lighting
2 people
44
Hang up decorations
2 people
45
Set up the registration desk
2 people
46
Test the cash register and card terminal
2 people
47
Set up the catering buffet
3 people
48
Chill drinks
2 people
49
Prepare coffee and tea
2 people
50
Brief volunteers
3 people
51
Conduct a safety check
2 people

Event

52
Open the doors
3 people
53
Check in visitors
3 people
54
Guide visitors around
2 people
55
Support exhibitors
2 people
56
Announce Demonstrations
57
Coordinate music performances
2 people
58
Coordinate stage changes
2 people
59
Check the sound level
60
Serve drinks
3 people
61
Serve snacks
2 people
62
Refill drinks
2 people
63
Refill coffee and tea
64
Keep the buffet tidy
2 people
65
Empty trash bins
2 people
66
Check toilets
67
Register lost and found items
68
Announce the final act
69
Guide visitor departure
3 people
70
Close sales and cash register
2 people

Aftercare

71
Let exhibitors unload
3 people
72
Turn off the sound equipment
2 people
73
Pack instruments safely
4 people
74
Dismantle furniture
4 people
75
Remove decorations
2 people
76
Chill leftover catering
2 people
77
Wash dishes
3 people
78
Collect waste
3 people
79
Clean the venue
3 people
80
Thoroughly clean the toilets
2 people
81
Inventory materials
2 people
82
Return rental equipment
2 people
83
Return venue keys
84
Handle lost and found
85
Call Exhibitors Back
86
Archive photos and files
87
Check supplier invoices

What to bring

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

Furniture

Market stallsqty 24
Tablesqty 30
Chairsqty 120
Stackable chairs for the stageqty 8
Bar stoolsqty 6
High tablesqty 10
Tableclothsqty 30
Stage sectionsqty 6
Coat racksqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage microphonesqty 4
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
Instrument cablesqty 12
Extension cordsqty 6
Power stripsqty 12
Laptop with playlist
Headphone amplifiersqty 2
Power splittersqty 4
Gaffer tapeqty 8

Lighting

LED light barsqty 8
Stage spotlightsqty 4
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Entrance bannersqty 2
Table signsqty 24
Program postersqty 10
Directional signsqty 12
Name badgesqty 40
Pensqty 30
Ropeqty 2
Cable matsqty 12

Kitchen

Coolersqty 6
Ice containersqty 3
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Glovesqty 4

Cleaning

Waste binsqty 12
Broom setsqty 3
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Disinfectant sprayqty 4

Catering

Groceries

Tips

Set the venue and exhibitor terms first. Give exhibitors a firm registration deadline, then keep a separate buffer of at least 7 days to process registrations, prepare name badges and send final instructions.
Design the booth and stage layouts before ordering equipment. Mark every stall, table, chair, coat rack and cable route so the audience can move between exhibitors without crossing the performance area.
Treat sound planning as a separate workstream. Confirm the requirements for speakers, subwoofers, microphones, DI boxes, monitors, instrument cables and power strips, then schedule a full soundcheck before doors open.
Finalise the programme before publishing visitor information. Send the confirmed running order to exhibitors and musicians at least 7 days in advance, including arrival times, performance slots and technical contacts.
Prepare the front-of-house details in the final week. Sort wristbands and tickets, test the cash register system, print visitor information and confirm catering, security and reusable-cup quantities before event day.

Frequently asked questions

How far in advance should I start organising a music fair?: Start at least 12 weeks before the event if you need exhibitors, live musicians, a venue and technical equipment. Use the first 2 weeks to confirm the date, location, permits, insurance and participant terms before opening registration.
When should exhibitors register for a music fair?: Set the registration deadline 3 to 4 weeks before the event. Keep the final 7 days for checking registrations, confirming booth requirements, preparing badges and sending the completed layout and programme.
How early should musicians arrive for a music fair?: Ask performers to arrive at least 2 hours before their first set for load-in, line checks and a soundcheck. Add more time when several acts share stage microphones, DI boxes, monitor speakers or backline connections.
What should I check on the morning of a music fair?: Allow at least 3 hours before opening to check the booth and stage layouts, power, audio equipment, tickets, wristbands, cash register, catering and signage. Complete the soundcheck before exhibitors and visitors begin arriving.

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.