How to organise a music fair without last-minute chaos

A music fair combines exhibitor logistics, audience registration, demonstrations and live sound, so the order of work matters. Start by confirming the date and venue, then build the exhibitor list and registration process before planning the programme or booth layout. In the final week, collect technical requirements, publish practical visitor information and test the equipment. On the day, keep access clear for unloading and finish the room setup before exhibitors arrive.

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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
Invite participants and exhibitors
2 people
3
Open the registration form
4
Register exhibitors
2 people
5
Collect dietary requirements
6
Compile the music program
2 people
7
Plan demonstrations
2 people
8
Create the booth layout
2 people
9
Make reservations
10
Check permits and house rules
11
Publish audience information
12
Process registrations
2 people
13
Send exhibitor information
14
Send parking information
15
Gather technical requirements
2 people
16
Test equipment
2 people
17
Check the shopping list
18
Do the shopping
2 people
19
Collect materials
3 people
20
Check location and access
2 people
21
Set up tables and chairs
4 people
22
Mark stalls
2 people
23
Hang up stand numbers
2 people
24
Set up stage and demo area
3 people
25
Connect the sound system
2 people
26
Test microphones
2 people
27
Set up instrument stands
2 people
28
Distribute power outlets
2 people
29
Hang lighting
2 people
30
Hang up decorations
2 people
31
Set up signage
2 people
32
Set up the registration desk
2 people
33
Prepare visitor list
34
Test the cash register and payment terminal
2 people
35
Chill drinks
2 people
36
Set up the coffee and tea station
2 people
37
Prepare snacks
3 people
38
Set out dishes and glasses
2 people
39
Check toilets
40
Conduct a safety check
2 people
41
Give exhibitor briefing
2 people

Event

42
Welcome exhibitors
3 people
43
Keep loading and unloading zone clear
2 people
44
Open the entrance
2 people
45
Register visitors
2 people
46
Distribute program
47
Support exhibitors
2 people
48
Guide music demos
2 people
49
Announce the stage program
50
Check the sound level
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Clean the toilets in between
56
Check rest area
57
Guide the photo moment
58
Announce the final program item
59
Close entrance
2 people
60
Guide visitors to the exit
2 people
61
Collect lost property

Aftercare

62
Have exhibitors take down their stands
3 people
63
Turn off the sound system
2 people
64
Store equipment safely
3 people
65
Dismantle furniture
4 people
66
Remove decorations
2 people
67
Collect waste
3 people
68
Wash dishes
2 people
69
Clean the venue
3 people
70
Final cleaning of the toilets
71
Count inventory
2 people
72
Return borrowed materials
2 people
73
Follow up with exhibitors

What to bring

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

Furniture

Registration tablesqty 2
Standing tablesqty 30
Folding chairsqty 120
Beer tablesqty 8
Lounge sofasqty 4
Low tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Stage sectionsqty 4
Bollardsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI boxesqty 4
Instrument standsqty 12
Music standsqty 6
Headphonesqty 6
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
Laptop

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4
Flashlightsqty 4

Decorations

Trade show bannersqty 4
Booth numbersqty 30
Program postersqty 10
Directional signsqty 12
Tableclothsqty 30
Decorative clothsqty 8
Name badgesqty 100
Badge holdersqty 100
Paper tapeqty 12

Tableware

Glassesqty 150
Coffee cupsqty 80
Tea glassesqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving traysqty 8
Pliersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen bowlsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4
Waste binsqty 10
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, venue and house rules before opening registration. Check permits, access times and loading arrangements early, because a missing approval or restricted entrance can disrupt every booth.
Give exhibitors a firm registration deadline, then send one information pack with arrival time, parking instructions, booth details and technical requirements. Allow at least 7 days to chase missing information.
Build the music programme only after you know which exhibitors and demonstrations are confirmed. Leave visible gaps between demonstrations so equipment can be changed without delaying the next item.
Test the mixer, active speakers, wireless microphones, DI boxes and laptop before the event, not during setup. Run a complete sound check with the cables and power strips you will actually use.
Prepare the room in zones: registration at the entrance, numbered stalls in the exhibition area, and a clearly marked demonstration space. Put cable mats over walkways and keep the loading and unloading zone clear until setup is complete.

Frequently asked questions

How far in advance should I organise a music fair?: Start at least 8 to 12 weeks before the fair. Confirm the venue and date first, open exhibitor registration next, and use the final 7 days for technical confirmations, visitor information and equipment testing.
When should exhibitor registration close?: Close registration around 3 weeks before the event. This gives you enough time to confirm dietary requirements, create the booth layout, assign stand numbers and send practical arrival information.
How do I plan demonstrations at a music fair?: Schedule each demonstration with a setup and changeover buffer of at least 15 minutes. Confirm the required microphones, DI boxes, instrument stands and power connections with every presenter before publishing the programme.
What should I check on the morning of a music fair?: Check venue access, registration tables, stall numbers, signs, lighting and the loading zone before exhibitors arrive. Complete a sound test at least 60 minutes before opening, including microphones, speakers, mixer and playback equipment.

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.