How to organise a record fair

A record fair works best when the seller layout, registration process and payment setup are settled before you promote the date. Start by confirming the venue and drawing the floor plan, then set vendor terms and open registration. Once sellers are confirmed, arrange tables, power and signage around the layout rather than improvising on the day. Leave time for catering, name badges, volunteer briefings and a full equipment check, especially for payment terminals and turntables.

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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
Create the trade show floor plan
2 people
3
Arrange the sales tables
2 people
4
Draft vendor terms
5
Contact sellers
2 people
6
Open registration form
7
Send invitations
2 people
8
Post online promotion
2 people
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm vendors
2 people
13
Make reservations
14
Order catering
15
Choose payment method
2 people
16
Create cash register instructions
17
Publish the program
18
Assign volunteers
2 people
19
Print the run sheet
20
Prepare name badges
21
Check power outlets
2 people
22
Set out promotional materials
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Open venue
2 people
26
Receive deliveries
2 people
27
Set up tables
6 people
28
Set up chairs
4 people
29
Mark seller stalls
3 people
30
Mark entrance and exit
2 people
31
Hang up signage
2 people
32
Hang decorations
3 people
33
Connect lighting
2 people
34
Connect the sound system
2 people
35
Test the background music
36
Set up coffee station
2 people
37
Set up bar stock
2 people
38
Set up the cash register
2 people
39
Count cash
2 people

Event

40
Receive vendors
4 people
41
Direct vendors to tables
3 people
42
Welcome visitors
3 people
43
Collect admission
2 people
44
Hand out wristbands
2 people
45
Inform visitors
2 people
46
Guide record listening
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Check toilets
2 people
52
Secure cash
2 people
53
Inform last visitors
2 people
54
Check out vendors
3 people
55
Close the register
2 people

Aftercare

56
Turn off the sound system
57
Remove decorations
3 people
58
Take down tables and chairs
6 people
59
Collect waste
4 people
60
Wash dishes
3 people
61
Clean the bar and coffee station
3 people
62
Clean the floor
3 people
63
Collect lost and found items
2 people
64
Lock up the venue
2 people
65
Return rental items
2 people
66
Store leftover stock
2 people
67
Remove posters
2 people

What to bring

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

Furniture

Sales tablesqty 40
Chairsqty 60
Folding table for the entrance
Folding bar tableqty 2
Bar stoolsqty 4
Clothes racksqty 2
Bollardsqty 8
Storage boxesqty 12

Equipment

Cash register
Payment terminalqty 2
Sound system
Speakersqty 2
Mixer
Turntablesqty 2
Turntablesqty 2
Headphonesqty 4
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Label printer
Handheld microphone
Walkie-talkiesqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Pitcherqty 4
Thermos flasksqty 4
Serving spoonsqty 6
Sugar bowlsqty 3

Kitchen

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Ice packsqty 24
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Pliersqty 6

Decorations

Record fair bannersqty 3
Postersqty 30
Directional signsqty 12
Tableclothsqty 40
Name badgesqty 80
Badge holdersqty 80
Balloonsqty 100
Clothespinsqty 100

Lighting

LED light stringsqty 6
LED lampsqty 10
Desk lampsqty 6
Night lightsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Draw the sales floor plan before arranging tables. Mark seller spaces, entrance flow, storage areas and access to power outlets so extension cords and power strips do not become a last-minute obstruction.
Set a firm registration deadline and confirm each seller afterward. Use the final list to prepare name badges, assign tables and identify dietary requirements before ordering catering.
Choose one payment method for the fair and write cash-register instructions in plain language. Test the cash register, payment terminal and charging stations before the venue opens, not when the first buyer arrives.
Schedule the sound check while the venue is still quiet. Test the mixer, speakers, microphone and turntables together, and keep spare extension cords and power strips where volunteers can reach them.
Prepare the event-day run sheet at least one day in advance. Include venue opening, seller arrival, volunteer shifts, catering, announcements and closing, then give every volunteer a printed copy or clear radio instructions.

Frequently asked questions

How far in advance should I organise a record fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow several weeks for seller registration, promotion and final vendor confirmations.
How do I plan the layout for a record fair?: Create the floor plan before booking or positioning the sales tables. Leave clear walking routes, an unobstructed entrance and practical access to power outlets; finalise table assignments after registrations close.
What should I check on the morning of a record fair?: Allow at least 60 minutes before opening for setup and testing. Check tables, chairs, signage, badges, payment equipment, sound equipment, chilled drinks and volunteer positions before admitting sellers or visitors.
How many volunteers do I need for a record fair?: Plan at least one person for the entrance and payments, one for seller support and one for room or equipment checks during busy periods. Add coverage for breaks so no essential position is left unattended.

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.