How to organise a record fair from start to finish

A record fair works best when exhibitor coordination, visitor information and the room layout are settled before promotion begins. Start by confirming the date and location, then invite sellers with clear table details and a firm registration deadline. Once you know who is coming, assign stalls and draw the floor plan before preparing signs, payment arrangements and catering. The final checks are mostly practical: power, lighting, cash change, equipment access and a smooth entrance process.

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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 exhibitors
2 people
3
Write promotional copy
4
Publish event online
5
Design posters
6
Have posters printed
7
Hang posters
2 people
8
Process registrations
9
Confirm exhibitors
10
Update the exhibitor list
11
Coordinate table size
12
Assign stalls
2 people
13
Inform exhibitors
14
Create floor plan
15
Set the admission price
2 people
16
Design entrance sign
17
Prepare the payment method
2 people
18
Assign volunteers
2 people
19
Collect dietary requirements
20
Order catering
21
Check the shopping list
2 people
22
Arrange the cash register and change
2 people
23
Assemble the music playlist
24
Prepare signage
25
Make number signs
26
Print visitor information
27
Check stock
2 people
28
Do the shopping
2 people
29
Chill drinks
2 people
30
Collect materials
2 people
31
Open venue
2 people
32
Check floor and entrance
2 people
33
Bring tables to the hall
4 people
34
Set up tables
4 people
35
Set up chairs
3 people
36
Number the stands
2 people
37
Welcome exhibitors
3 people
38
Show exhibitors to their spots
3 people
39
Set up sales tables
6 people
40
Set up the entrance desk
2 people
41
Set up the cloakroom
2 people
42
Connect the sound system
2 people
43
Test the music
2 people
44
Set up coffee station
2 people
45
Fill coolers
2 people
46
Set out snacks
2 people
47
Set up signage
2 people
48
Place the entrance sign
49
Check toilets

Event

50
Staff the cash register
2 people
51
Welcome visitors
2 people
52
Staff the cloakroom
53
Staff the information desk
54
Support exhibitors
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Refill drinks
58
Collect waste
59
Check toilets periodically
60
Check the music volume
61
Inform last visitors
2 people
62
Close the register
2 people
63
Lock the cloakroom
64
See exhibitors off
3 people

Aftercare

65
Clear sales tables
6 people
66
Fold up the tables
4 people
67
Stack chairs
3 people
68
Turn off the sound system
2 people
69
Clear away catering
2 people
70
Wash dishes
2 people
71
Empty the coolers
72
Collect waste
2 people
73
Sweep hall
2 people
74
Mop the hall
2 people
75
Clean the restrooms
2 people
76
Remove signage
2 people
77
Remove decorations
2 people
78
Sort materials
2 people
79
Pack supplies
2 people
80
Collect lost and found items
81
Perform final venue check
2 people
82
Lock up the venue
2 people
83
Return materials
2 people
84
Store proceeds safely
2 people
85
Process leftover catering

What to bring

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

Furniture

Tablesqty 42
Chairsqty 24
Folding table at entrance
Catering folding tableqty 2
Coat rackqty 2
Clothes hangersqty 80
Stoolsqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 6
Cash box
Payment terminal
Calculatorqty 2
Coolersqty 4
Thermos flasksqty 4
Kettleqty 2
Coffee machinesqty 2
Hand trucksqty 2
Laptop
USB sticksqty 2
Charging stationsqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 4
Small bowlsqty 8

Kitchen

Serving plattersqty 8
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 4
Kitchen knivesqty 2
Measuring cupsqty 2
Cratesqty 12
Storage binsqty 8
Cooling matsqty 8
Thermometer

Decorations

Tableclothsqty 42
Disposable table skirtsqty 4
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Number signsqty 42
Directional signsqty 12
Entrance sign
Information boardsqty 4
Notice boardsqty 4
Tapeqty 6
Cable tiesqty 100
Table numbersqty 42
Clothespinsqty 50
Ropeqty 2
Markersqty 2
Permanent markersqty 6
Notepadsqty 6
Ballpoint pensqty 20

Catering

Groceries

Cleaning

Waste binsqty 8
Deposit binsqty 2
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Rubber glovesqty 6
Toilet brushesqty 2

Lighting

LED string lightsqty 6
Standing lampsqty 4
Batteriesqty 24

Tips

Set the exhibitor deadline early enough to leave time for stall planning. After registrations close, confirm each exhibitor, update the public list and assign tables according to the agreed sizes.
Create the floor plan before printing number signs or entrance information. Leave a clear route to the entrance, payment point and catering area, and check that hand trucks can reach the setup area.
Decide how admission will be paid before event day. Prepare the cash box, calculator, payment terminal and change together, then test the payment method and display the admission price clearly.
Plan the sound and power setup during the room check, not while exhibitors are arriving. Count extension cords and power strips, place rechargeable lamps where the room is dim, and keep cables away from visitor paths.
Ask exhibitors and volunteers about practical needs before ordering catering. Confirm dietary requirements, then check cups, plates, cutlery, serving equipment, coffee supplies and coolers against the final headcount.

Frequently asked questions

How far in advance should I organise a record fair?: Start at least 8 to 12 weeks before the event. Confirm the date and venue first, then allow several weeks for exhibitor registrations, promotion, stall assignments and final logistics.
When should record fair exhibitor registrations close?: Close registrations about 2 to 3 weeks before the fair. This gives you time to confirm exhibitors, update the exhibitor list, assign stalls and produce an accurate floor plan.
How many tables do I need for a record fair?: Calculate the total from each exhibitor’s confirmed table size, then add tables for the entrance and catering. Finalise the count after registrations close, because late changes affect both the floor plan and available walkways.
What should I prepare for payments at a record fair?: Prepare the payment terminal, cash box, calculator and enough change at least 1 day before opening. Test the terminal, decide who handles admissions and display the admission price at the entrance.

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.