How to organise a record fair

Start by fixing the date and venue, then work backwards from the number of exhibitors and visitors you expect. Check the room capacity, map out table spaces and invite sellers before promoting the fair publicly. Registration forms help you track both exhibitors and visitors, while an exhibitor list and clear layout prevent confusion on the day. Leave time for payment setup, refreshments, printing and moving equipment into the venue; these are often arranged too late.

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 date and location
2 people
2
Check hall capacity
2 people
3
Invite exhibitors
2 people
4
Send audience invitations
2 people
5
Open online registration form
6
Register exhibitors
2 people
7
Assign pitch locations
2 people
8
Confirm exhibitors
2 people
9
Collect dietary requirements
10
Set vendor payment method
11
Arrange catering for vendors
12
Reserve drinks service
13
Post promotion on social media
2 people
14
Distribute posters
2 people
15
Process visitor registrations
2 people
16
Print exhibitor list
17
Print floor plan
18
Prepare price tags
2 people
19
Prepare cash register instructions
20
Do the shopping
2 people
21
Bring materials to the venue
3 people
22
Chill drinks
2 people
23
Prepare registration table
2 people
24
Set up the register and change
2 people
25
Clean the room
3 people
26
Bring tables to the hall
4 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Hang up stand numbers
2 people
30
Set up the exhibitor reception
2 people
31
Hang up signage
2 people
32
Lay out price lists and table cards
2 people
33
Check lighting and cables
2 people
34
Set up coffee station
2 people

Event

35
Register exhibitors
3 people
36
Guide exhibitors to tables
3 people
37
Unload the trays and crates
4 people
38
Staff the entrance desk
2 people
39
Hand out wristbands to visitors
2 people
40
Inform visitors
2 people
41
Walk the booths
2 people
42
Serve coffee and tea
2 people
43
Refill drinks
2 people
44
Empty trash bins
45
Check toilets
46
Prepare the cash register closing
2 people
47
Announce the last visitors
48
Check out exhibitors
3 people
49
Remove sold materials
2 people
50
Close the register
2 people

Aftercare

51
Clear tables
4 people
52
Fold up the tables
4 people
53
Stack chairs
3 people
54
Wash dishes
2 people
55
Clean coffee station
2 people
56
Collect waste
2 people
57
Sweep and mop the hall
3 people
58
Remove signage
2 people
59
Return materials
3 people
60
Return borrowed items
2 people
61
Clear away leftover groceries
2 people
62
Register lost and found items
63
Call booth holders about supplies

What to bring

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

Furniture

Foldable tablesqty 36
Chairsqty 20
Entrance table
Cash desk table
Stoolsqty 6
Clothing rack
Tableclothsqty 12
Storage cabinetsqty 2

Equipment

Cash register
Payment terminal
Cash boxesqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 8
Laptop
Printer
Label printer
Handheld microphone
USB stickqty 2

Lighting

Desk lampsqty 12
LED lampsqty 8
Light standsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4

Decorations

Booth numbersqty 36
Directional signsqty 10
Boundary postsqty 8
Barrier tapeqty 2
Welcome sign
Record fair banner
Notice boardsqty 4

Catering

Serving traysqty 4
Napkin holdersqty 6
Cooling matsqty 6
Waste binsqty 8
Cratesqty 12
Reusable serving cupsqty 20
Groceries

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand sanitizerqty 4

Other

Plastic tray binsqty 40
Record sleevesqty 200
Table displaysqty 36
Price tagsqty 500
Wristbandsqty 300
Admission ticketsqty 300
Name stickersqty 100
Pensqty 20
Waterproof markersqty 12
Tapeqty 8
Cable tiesqty 100
Scissorsqty 6
Clipboardsqty 6
Wallet pocketsqty 4

Tips

Confirm the venue’s capacity before accepting exhibitors. Decide how many folding tables fit with clear walking space, then assign each seller a numbered place and print the layout.
Open exhibitor and visitor registration early, and close exhibitor applications before the final layout is printed. Collect dietary requirements at least 7 days before the fair so vendor catering can be ordered accurately.
Prepare payments separately for sellers and visitors. Test the cash register and payment terminal, count the change, and write simple cashier instructions before opening the doors.
Print the exhibitor list, visitor information and price labels no later than the day before. Bring a laptop, printer or label printer, USB stick and spare paper if labels or registrations may need last-minute changes.
Set up the room in a fixed order: tables and lighting first, then the registration and cash desks, followed by drinks and signage. Bring extension cords and power strips, cool drinks in advance, and allow at least 2 hours for unloading and setup.

Frequently asked questions

How far in advance should I organise a record fair?: Start venue and date planning at least 8 to 12 weeks ahead. Invite exhibitors as soon as the venue is confirmed, and begin visitor promotion around 4 weeks before the fair.
How many tables do I need for a record fair?: Plan one table or assigned selling space per exhibitor, then add at least 10% spare capacity if the room allows. Check the venue’s capacity and leave clear aisles before confirming the final number.
When should exhibitor registration close?: Close registration 10 to 14 days before the fair if you need to assign places, print an exhibitor list and prepare catering. Confirm every seller after the deadline and record their payment status.
How long does it take to set up a record fair?: Allow at least 2 hours for a small fair and 3 to 4 hours when there are many tables, lighting points or catering arrangements. Finish the layout, cash desk and registration table before exhibitors arrive.

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.