How to organise a record fair without last-minute problems

A record fair works best when you treat it as both a market and a visitor event. Start by confirming the date, venue and supplier terms, then build the exhibitor list before promoting the fair widely. Your floor plan, booth layout, power access and payment process need to be settled well before setup day. The details most often missed are practical: clear table numbers, enough extension leads, visitor directions and a tested way to take both cash and card payments.

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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
Record supplier terms
3
Open registration form
4
Send invitations
2 people
5
Post promotion on social media
6
Distribute posters
2 people
7
Process registrations
2 people
8
Confirm exhibitors
9
Collect dietary requirements
10
Order catering
11
Make reservations
12
Create the booth layout
2 people
13
Work out the floor plan
14
Check power outlets
2 people
15
Inform exhibitors
16
Schedule volunteers
17
Send visitor information
18
Prepare price lists
2 people
19
Make route and safety signs
2 people
20
Test the cash register and payment process
2 people
21
Check stock
2 people
22
Do the shopping
2 people
23
Collect materials
3 people
24
Print table numbers
25
Sort wristbands and badges
2 people

Event

26
Fill coolers
2 people
27
Set up tents
4 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Lay tablecloths
2 people
31
Welcome exhibitors
3 people
32
Assign stand locations
2 people
33
Connect power
2 people
34
Connect the music
2 people
35
Make coffee and tea
2 people
36
Set out snacks
2 people
37
Set up the cash register
2 people
38
Set up the entrance and information point
2 people
39
Hand out price labels
2 people
40
Put up route signs
2 people
41
Carry out opening check
2 people
42
Welcome visitors
3 people
43
Provide information
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Collect tableware
2 people
48
Empty trash bins
2 people
49
Support exhibitors
2 people
50
Close the register
2 people
51
Wave goodbye to visitors
2 people
52
Check out exhibitors
2 people

Aftercare

53
Dismantle tables and chairs
4 people
54
Take down tents
4 people
55
Sort materials
3 people
56
Wash dishes
3 people
57
Clean the venue
4 people
58
Dispose of waste
2 people
59
Remove decorations
2 people
60
Roll up power cables
2 people
61
Return borrowed materials
2 people
62
Store leftover stock
2 people
63
Register lost property
64
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Chairsqty 40
Tableclothsqty 24
Stoolsqty 8
Market stallsqty 4
Plastic storage cratesqty 30

Tableware

Reusable cupsqty 200
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Compact speakersqty 2
Turntable
Card machinesqty 2
Cash boxesqty 2
Extension cordsqty 4
Power stripsqty 6
Cable matsqty 12

Decorations

Market bannerqty 2
Table numbersqty 24
Price sign holdersqty 60
Price tagsqty 200
Directional signsqty 12
Information boardsqty 4
Adhesive tapeqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the fair. Use the final list to confirm exhibitors, collect dietary requirements and send accurate visitor information.
Draw the floor plan before booking catering or printing signs. Mark every table, stall, entrance, power outlet and walkway so exhibitors do not block routes or compete for the same sockets.
Test the cash register, card machines and payment process at least 24 hours before opening. Bring cash boxes as a backup and check that extension cords, power strips and cable mats cover the full setup.
Prepare pricing and identification before exhibitors arrive. Print table numbers, price tags and price sign holders, then sort wristbands or badges into labelled groups so check-in does not become a queue.
Plan the final setup in time blocks: allow at least 90 minutes for tables, chairs, tablecloths, signs and equipment, and another 30 minutes to check stock, catering, coffee machines and safety routes before doors open.

Frequently asked questions

How far in advance should I organise a record fair?: Start at least 8 to 12 weeks ahead. Confirm the date and venue first, open exhibitor registration within the next 1 to 2 weeks, and leave the final 10 days for confirmations, catering and visitor information.
How many tables do I need for a record fair?: Count one table space for each confirmed exhibitor, then add about 10% spare capacity if the venue allows it. Finalise the count after registration closes so the booth layout, table numbers and floor plan match the actual exhibitors.
What should I check before a record fair opens?: Allow at least 30 minutes for a final walk-through. Check power outlets, cable mats, payment devices, stock, signs, table numbers, visitor routes and the placement of information boards before admitting visitors.
How much food and drink should I arrange for a record fair?: Base catering on confirmed exhibitors, volunteers and expected visitors rather than venue capacity. Confirm dietary requirements at least 7 days beforehand, and prepare coffee, water and serving equipment before exhibitor setup begins.

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.