How to organise a record fair without last-minute chaos

Start by fixing the date and venue, then work backwards from opening time. Exhibitors need enough notice to register, receive practical information and understand their booth allocation. Visitor promotion, food and drinks, payment arrangements and printed signage follow once the basic layout is clear. On the day, allow separate time for unloading, safety checks, table setup and the registration desk before sellers arrive or doors open.

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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
Invite exhibitors
2 people
3
Send visitor invitations
2 people
4
Create online event
5
Register exhibitors
2 people
6
Create the booth layout
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Order food and drinks
10
Prepare payments
11
Send exhibitor information
12
Design signage
13
Print signage
14
Print exhibitor list
15
Withdraw petty cash
16
Do the shopping
2 people
17
Collect materials
2 people
18
Label crates and bins
2 people
19
Set out record sleeves
2 people
20
Prepare the cash register
2 people
21
Open venue
2 people
22
Clear the loading and unloading area
2 people
23
Conduct a safety check
2 people
24
Set up tables
4 people
25
Set up chairs
2 people
26
Hang up stand numbers
2 people
27
Hang up signage
2 people
28
Check the lighting
2 people
29
Connect the sound system
2 people
30
Set up coffee station
2 people
31
Chill drinks
2 people
32
Set out snacks
2 people
33
Test the cash register and card terminal
2 people
34
Set up the registration table
2 people

Event

35
Welcome exhibitors
3 people
36
Guide vendors to their spots
3 people
37
Check access and tickets
3 people
38
Welcome visitors
2 people
39
Staff the information desk
2 people
40
Serve coffee and tea
2 people
41
Refill drinks
2 people
42
Serve snacks
2 people
43
Collect tableware
44
Check tables and walkways
2 people
45
Empty trash bins
46
Play the music program
47
Announce final sales round
48
Guide visitors to the exit
2 people
49
Check out exhibitors
3 people

Aftercare

50
Close the register
2 people
51
Collect unsold stock
3 people
52
Clear tables and chairs
4 people
53
Disconnect sound system
2 people
54
Wash dishes
2 people
55
Clean coffee station
2 people
56
Collect waste
2 people
57
Clean the venue
3 people
58
Remove signage
2 people
59
Load materials
3 people
60
Lock up the venue
2 people
61
Return borrowed materials
2 people
62
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 24
Chairsqty 30
Registration desk
Coffee tableqty 2
Clothes racksqty 2
Cratesqty 40
Storage boxesqty 12

Equipment

Payment terminal
Sound system
Laptop
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 6
Coolersqty 4
Coffee machinesqty 2

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 40
Serving plattersqty 8
Serving tongsqty 4

Decorations

Booth numbersqty 24
Tableclothsqty 24
Record fair bannersqty 4
Directional signsqty 12
Information boardsqty 6
Price listsqty 30

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Ice packsqty 16
Serving plattersqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries

Tips

Confirm the venue and unloading arrangements before inviting exhibitors. A record fair needs a clear loading and unloading area, enough tables and chairs, and accessible power for the payment terminal, laptop, sound system and coffee equipment.
Set an exhibitor registration deadline at least 2–3 weeks before the fair. Use the final list to create booth numbers, complete the table layout and print an exhibitor list instead of making changes during setup.
Send exhibitors one practical information message 5–7 days beforehand. Include arrival and unloading instructions, booth numbers, payment arrangements, opening and closing times, and what they need to bring.
Plan refreshments by service period, not just headcount. For the first hour, allow roughly 2–3 drinks per person; prepare coffee machines, kettles, thermos flasks, cups, glasses, plates and serving equipment before the venue opens.
Pack materials by area and label crates or storage boxes before transport. Keep signage, price lists, record sleeves, booth numbers, payment equipment, extension cords and power strips together so the registration desk and stalls can be set up in a fixed order.

Frequently asked questions

How far in advance should I organise a record fair?: Set the date and venue at least 8–12 weeks ahead. Invite exhibitors shortly after that, and close registrations 2–3 weeks before the event so you can finish the booth layout, catering numbers and printed materials.
How many tables do I need for a record fair?: Count one table position for each exhibitor, then add at least 10% spare capacity for adjustments or shared display areas. Finalise the layout after registration closes, because the number of exhibitors determines the real table requirement.
When should I send record fair information to exhibitors?: Send the first invitation 6–8 weeks before the fair and the final practical information 5–7 days before it. Include booth numbers, arrival times, unloading instructions, payment details and the contact person for event day.
How early should I arrive to set up a record fair?: Allow at least 3 hours before visitors arrive. Use the first hour for access and unloading, the second for tables, chairs, signage and equipment, and the final hour for safety checks, the registration desk, refreshments and exhibitor arrival.

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