How to organise a school fair without last-minute chaos

A school fair involves more than booking stalls and asking families to help. Start by fixing the date and programme, then secure permissions, suppliers and stallholders before opening registrations. The layout, power supply, payment method and volunteer cover need decisions well before the event day. This guide follows the order that keeps an 84-task plan manageable and highlights the details organisers most often leave 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
Set the date and program
2 people
2
Check permits
3
Check insurance
4
Reserve suppliers
5
Contact stallholders
3 people
6
Send invitations
3 people
7
Open the registration form
8
Post a social announcement
2 people
9
Create a site map
2 people
10
Set up stalls
2 people
11
Map out power outlets
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Confirm booth rental
15
Register volunteers
2 people
16
Create the volunteer schedule
2 people
17
Confirm deliveries
18
Compile a price list
2 people
19
Choose payment method
2 people
20
Order cash
21
Make stall labels
2 people
22
Design route signs
2 people
23
Create safety instructions
2 people
24
Check the shopping list
2 people
25
Check stock
2 people
26
Have printed materials made
27
Do the shopping
3 people
28
Collect fresh produce
2 people
29
Chill drinks
2 people
30
Set out clothing and materials
2 people
31
Prepare cash registers
2 people
32
Check the weather forecast
33
Clear the site
4 people
34
Build the stalls
6 people
35
Set up party tents
4 people
36
Set up tables
4 people
37
Set out chairs
3 people
38
Lay power cables
3 people
39
Hang lighting
3 people
40
Hang decorations
4 people
41
Attach stall labels
2 people
42
Put up route signs
2 people
43
Set out game materials
3 people
44
Set up the catering stand
4 people
45
Set up coffee station
2 people
46
Prepare snacks
4 people
47
Lay out crockery and cutlery
2 people
48
Test cash registers
2 people
49
Brief volunteers
3 people
50
Check toilets
2 people
51
Place waste stations
2 people

Event

52
Announce the opening
2 people
53
Welcome visitors
3 people
54
Staff the booths
12 people
55
Serve snacks
4 people
56
Serve drinks
3 people
57
Refill drinks
2 people
58
Refill coffee and tea
2 people
59
Supervise game activities
4 people
60
Supervise kids' area
2 people
61
Keep the grounds clean
2 people
62
Check toilets periodically
2 people
63
Collect lost and found items
64
Skim cash registers periodically
2 people
65
Turn on evening lighting
2 people
66
Announce final sales
67
Close out the registers
2 people
68
See visitors out
3 people

Aftercare

69
Clear away food and drinks
4 people
70
Collect waste
4 people
71
Wash dishes
3 people
72
Clear tables and chairs
5 people
73
Remove decorations
3 people
74
Dismantle lighting
3 people
75
Take down the stalls
6 people
76
Take down party tents
4 people
77
Deep clean the grounds
5 people
78
Inventory materials
2 people
79
Sort borrowed items
2 people
80
Return materials
2 people
81
Store leftover stock
2 people
82
Securely deposit cash takings
2 people
83
Check invoices
84
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 16
Beer tablesqty 6
Folding chairsqty 80
Stall shelvesqty 12
Stall tableclothsqty 12
Clothes racksqty 6
High tablesqty 6
Storage cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 100
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 10
Cash boxesqty 4
Card machinesqty 2
Handheld megaphone
Cable reelsqty 4
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Bottle openersqty 6
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpsqty 3
Table décorqty 20
Directional signsqty 12
Stall signsqty 16
Tapeqty 10
Cable tiesqty 100

Lighting

String lightsqty 8
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Trash bag holdersqty 8
Toilet brushesqty 4
Toilet matsqty 6
Paper dispensersqty 6
Cleaning glovesqty 8
Recycling binsqty 6
Water extractors

Catering

Groceries
Receiptsqty 500
Napkin holdersqty 12
Drink dispensersqty 4
Cool bagsqty 10
Food warmersqty 6
Thermos cupsqty 30
Pitcherqty 6
Food containersqty 12
Allergen cardsqty 40
Price tagsqty 80

Sports equipment

Tin can toss gameqty 2
Ring toss gameqty 2
Conesqty 20
Skipping ropesqty 8
Footballsqty 4
Goal postsqty 2
Hoopsqty 8
Game tokensqty 500
Trophiesqty 20
Prizesqty 60

Tips

Set the date and programme first, then allow at least 6–8 weeks for stallholders, suppliers and volunteers to confirm. Open registrations only after you know what activities and spaces you can actually support.
Draw the site map before assigning stalls. Mark tents, tables, queues, entrances, exits and power outlets, and leave clear routes for deliveries and emergency access rather than filling every available space.
Confirm stall rentals, deliveries and backup suppliers at least 7 days before the fair. Check that you have enough tables, chairs, shelves, tablecloths, storage crates and lighting for the final number of stalls.
Choose payments before publishing prices. Arrange cash and cash boxes, test card machines, and prepare one price list and clearly labelled stalls so volunteers are not deciding prices during busy periods.
Build the volunteer rota in shifts of around 2 hours and name a lead for each area. Include cover for registration, refreshments, deliveries, safety questions and closing tasks; otherwise the same few people will work all day.

Frequently asked questions

How far in advance should I start organising a school fair?: Start at least 8 weeks before the fair. Use the first 1–2 weeks to confirm the date, programme, permissions, insurance and suppliers, then open registrations and volunteer sign-ups.
How many volunteers do you need for a school fair?: Plan for at least 1 volunteer per active stall or activity, plus 2–4 people for registration, deliveries, refreshments and general coordination. For a four-hour fair, schedule shifts of about 2 hours so every role has cover.
When should I make the school fair layout?: Create a first layout 4–6 weeks before the event, once you know the likely number of stalls. Finalise it 7 days beforehand after checking tent sizes, power outlets, delivery access and safety routes.
How much food and drink should I prepare for a school fair?: Base quantities on confirmed registrations and expected visitors, then add roughly 10–15% for late arrivals and spills. Check dietary requirements before ordering, and confirm stock and equipment such as coffee machines, kettles, coolers and serving utensils during the final week.

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.