How to organise a record fair without last-minute problems

A record fair works best when the venue, tables and vendor commitments are fixed before you promote the event. Start with the date and floor plan, then handle registrations, payments and seller confirmations in a clear sequence. Most problems appear on the day: not enough power, unclear table positions, missing change or boxes arriving in the wrong area. Build the setup around zones, label every crate and allow enough time to open the venue, mark stalls and test payments before doors open.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm location and date
2
Reserve venue and tables
3
Set exhibition terms
2 people
4
Invite vendors
2 people
5
Process registrations
2 people
6
Record vendor payments
7
Collect dietary requirements
8
Create vendor assignments
2 people
9
Send vendor confirmations
10
Publish visitor information
11
Create a visitor map
12
Schedule volunteers for shifts
13
Check power outlets
2 people
14
Do the shopping
2 people
15
Prepare cash change
16
Test card reader
17
Print signage
18
Print vendor lists
19
Collect materials by zone
2 people
20
Label boxes and crates
2 people
21
Load transport to the venue
3 people
22
Open venue
2 people
23
Set up tables and chairs
4 people
24
Mark vendor spots
2 people
25
Place tablecloths and bins
3 people
26
Set up the registration desk
2 people
27
Set up catering point
2 people
28
Chill drinks
2 people
29
Hang up signage
2 people
30
Check lighting and cables
2 people

Event

31
Receive vendors
3 people
32
Guide sellers to their places
2 people
33
Staff entrance and visitor registration
2 people
34
Staff the catering point
2 people
35
Serve coffee and tea
36
Refill drinks
37
Empty trash bins
38
Check toilets periodically
39
Handle vendor questions
40
Give the final signal to sellers
41
Ensure visitors leave safely
2 people

Aftercare

42
Count cash and card takings
2 people
43
Gather sales materials
3 people
44
Take down tables and chairs
4 people
45
Sort and remove waste
2 people
46
Clean the venue
3 people
47
Return materials
2 people
48
Register lost and found items
49
Finalize vendor payments
50
Send a thank-you message to vendors

What to bring

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

Furniture

Tablesqty 28
Chairsqty 24
Tableclothsqty 28
Clothes racksqty 4
Folding stoolsqty 4

Equipment

Payment terminal
Cash register
Sound system
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6

Lighting

LED lightsqty 8
Battery lanternsqty 4

Decorations

Wayfinding signsqty 12
Directional signsqty 16
Table numbersqty 28
Name badgesqty 40
Tapeqty 6
Cable tiesqty 100

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Serving traysqty 6
Thermos flasksqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Cooling matsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Office

Registration formsqty 100
Pensqty 20
Clipboardsqty 4
Notepadsqty 6
Price tagsqty 200
Cash drawer
Change boxesqty 2
Calculatorsqty 2

Safety

First aid kit
Flashlightsqty 3
Fire blanketsqty 2

Tips

Confirm the venue’s table capacity and power access before accepting vendors. Check how many outlets are available, where they are located and whether extension cords or power strips are needed.
Set a firm vendor deadline and send confirmations after payments are recorded. Include arrival time, assigned table number, unloading instructions and the final floor plan so sellers do not arrive asking for spaces.
Prepare the visitor information before the fair, including opening time, entrance details and payment options. Print a simple layout and vendor list; online information alone is easy to miss on the day.
Create setup zones for tables, signage, refreshments and vendor stock. Label boxes and crates by zone before loading transport, then place table numbers and directional signs before sellers begin unloading.
Test the payment terminal, cash register and power connections before opening. Prepare cash change in advance and keep a short written check of the equipment that must be returned or packed after closing.

Frequently asked questions

How far in advance should I organise a record fair?: Start at least 8 to 12 weeks before the event. Use the first two weeks to confirm the venue, date, table capacity and fair conditions, then allow several weeks for vendor registrations and confirmations.
How many tables do I need for a record fair?: Calculate the number from your confirmed vendor spaces, then add room for aisles, refreshments, signage and any seating. Leave at least 1 metre for main walking routes so visitors can browse without blocking entrances or tables.
When should vendors receive their table assignments?: Send the confirmed table number and floor plan at least 7 days before the fair. Ask vendors to report changes by a fixed deadline, rather than trying to redraw the layout while loading in.
How early should setup start on the day?: Allow at least 3 hours before visitors arrive for a small fair, and longer if you have many tables or limited unloading access. Open the venue first, mark vendor spots, arrange furniture, test power and payments, then let sellers unload.

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.