How to organise a record fair without missing the details

A record fair works best when seller logistics are settled before you promote the event to visitors. Start by confirming the date and venue, checking permits and power, then build the seller list and assign tables. Visitor promotion can follow once you know how many stalls you can fit. In the final week, focus on confirmations, cash handling, printed materials, refreshments and a clear setup plan for the day.

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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 location and date
2
Check permits
3
Invite record vendors
2 people
4
Create visitor invitation
5
Send invitations
2 people
6
Post online promotion
7
Hang posters
2 people
8
Process registrations
2 people
9
Update the vendor list
10
Assign table numbers
11
Send vendor information
12
Collect dietary requirements
13
Arrange waste collection booking
14
Check power outlets
2 people
15
Check route to venue
16
Check the weather forecast
17
Send seller confirmation
18
Record cash prizes
2 people
19
Withdraw petty cash
20
Do the shopping
2 people
21
Collect materials
2 people
22
Print sales forms
23
Prepare name badges
24
Prepare cash registers
2 people
25
Chill drinks
2 people
26
Set up coffee and tea station
2 people
27
Open venue
2 people
28
Collect delivery
2 people
29
Build party tents
4 people
30
Set up tables
4 people
31
Set up chairs
2 people
32
Connect power
2 people
33
Hang lighting
2 people
34
Test the music playlist
35
Place table numbers
2 people
36
Receive vendors
3 people
37
Direct vendors to tables
2 people
38
Check the record crates
3 people
39
Fill cash registers with change
2 people
40
Check toilets
41
Place the entrance sign
42
Carry out opening check
2 people

Event

43
Welcome visitors
2 people
44
Collect admission
2 people
45
Inform visitors
2 people
46
Support vendors
2 people
47
Play music
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Check tables and walkways
2 people
52
Empty trash bins
2 people
53
Check toilets periodically
54
Check stock
55
Call vendors for the final round
2 people
56
Announce the last visitors
57
Close entrance
2 people
58
Check out vendors
2 people
59
Collect lost and found items

Aftercare

60
Turn off the music
61
Close out the registers
2 people
62
Securely store the cash register proceeds
2 people
63
Take down tables and chairs
4 people
64
Take down party tents
4 people
65
Remove lighting
2 people
66
Collect waste
3 people
67
Wash dishes
2 people
68
Clean the venue
3 people
69
Return materials
2 people
70
Return borrowed items
2 people
71
Have waste collected
72
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Market tablesqty 12
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 12
Table number discsqty 12

Equipment

Portable speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Rechargeable power banksqty 2
Cash registersqty 2
Calculatorsqty 2
Coolersqty 3
Kettlesqty 2

Lighting

String lightsqty 4
LED lightsqty 6
Batteriesqty 24

Tableware

Coffee cupsqty 30
Glassesqty 40
Reusable cupsqty 100
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 4
Serving traysqty 4

Kitchen

Thermos flasksqty 4
Pitcherqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving bowlsqty 6
Pliersqty 4

Decorations

Entrance sign
Directional signsqty 6
Buntingqty 6
Name badgesqty 40
Badge holdersqty 40
Table number sheetsqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6
Litter pickerqty 2

Catering

Groceries

Tips

Confirm the venue layout before inviting sellers. Measure how many market tables, chairs and high tables fit, leave clear aisles for visitors, and assign table numbers before sending seller information.
Do not leave permits and waste collection until the final week. Check the requirements as soon as the date and location are confirmed, then book waste collection early enough to cover setup and pack-down.
Give sellers a firm information deadline. Send table numbers, arrival instructions, power-outlet details and the final schedule at least 7 days before the fair, then send a confirmation reminder 2–3 days before.
Prepare the money and paperwork separately from general shopping. Print sales forms, prepare name badges and cash registers, record any cash prizes, and withdraw petty cash no later than the day before.
Plan refreshments and utilities around the opening time. Chill drinks, charge power banks, test extension cords and power strips, and check the weather forecast 24 hours before deciding whether party tents or extra lighting are needed.

Frequently asked questions

How far in advance should I organise a record fair?: Start at least 8–12 weeks before the event. Confirm the venue, date and permits first, invite record vendors next, and begin visitor promotion once the seller capacity is clear.
When should I invite record vendors?: Invite vendors 6–8 weeks before the fair, especially if sellers travel from other areas. Set a registration deadline about 3 weeks before the event so you have time to update the vendor list and assign tables.
How many tables do I need for a record fair?: Base the number on the confirmed vendor list and the venue layout rather than guessing. Allow one numbered table per booked space, plus clear aisles and at least 1–2 spare places for late changes or equipment.
What should I check the day before a record fair?: Check the weather, route to the venue, power outlets, seller confirmations and waste collection booking 24 hours beforehand. Also collect materials, withdraw petty cash, prepare badges and forms, and chill the drinks.

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.