How to organise a stamp fair from start to finish

A stamp fair works best when exhibitor logistics are settled before you promote the event. Start by booking the room and fixing the date, then map the space, build the exhibitor list and open registration. Give yourself time to confirm tables, power, display areas and dietary requirements. In the final week, prepare badges, signage, registration paperwork and refreshments so the event team is not solving basic problems at the door.

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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
Reserve the room
2
Set the trade fair date
3
Draw the room layout
4
Create exhibitor list
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign table seating
2 people
10
Confirm exhibitors
11
Publish visitor information
12
Hang up promotion
2 people
13
Prepare name badges
2 people
14
Create table numbers
15
Print signage
16
Print registration forms
17
Check stock
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Set up catering
2 people
21
Prepare the cash register
2 people
22
Transport materials
3 people
23
Check the Venue
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Place tablecloths
3 people
27
Set up display cases
3 people
28
Set up registration desk
2 people
29
Set up signage
2 people
30
Set up coffee station
2 people
31
Connect lighting
2 people
32
Check equipment

Event

33
Welcome exhibitors
3 people
34
Direct exhibitors to the tables
2 people
35
Staff the entrance
2 people
36
Welcome visitors
2 people
37
Distribute program
38
Serve coffee
2 people
39
Refill drinks
2 people
40
Refill snacks
2 people
41
Do room rounds
2 people
42
Answer visitors' questions
2 people
43
Register lost property
44
Inform last visitors
2 people
45
Check out exhibitors
2 people

Aftercare

46
Close out cash and administration
2 people
47
Empty the display cases
3 people
48
Take down tables and chairs
4 people
49
Load materials
3 people
50
Collect waste
3 people
51
Clean the room
3 people
52
Wash dishes
2 people
53
Lock up the venue
54
Return materials
2 people
55
Store leftover stock
2 people
56
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 20
Chairsqty 50
Registration desk
Display casesqty 4
Tableclothsqty 20

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 6
Magnifying glassesqty 12
Desk lampsqty 8
Cash box

Tableware

Coffee mugsqty 60
Drinking glassesqty 60
Pastry platesqty 50
Teaspoonsqty 60
Serving tongsqty 4

Office

Name badgesqty 40
Table number cardsqty 20
Registration formsqty 100
Program leafletsqty 150
Pensqty 12
Price tagsqty 200
Adhesive tapeqty 6
Notepadsqty 6
Envelopesqty 100

Decorations

Signage boardsqty 12
Information boardsqty 6
Stamp imagesqty 20

Kitchen

Thermos flasksqty 4
Serving plattersqty 6
Cutting boardsqty 2

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the room layout before confirming exhibitors. Mark exhibition tables, chairs, the registration desk, display cases and clear walking routes, then use table numbers to assign each exhibitor a position.
Open registration only after you know the table capacity. Keep a written exhibitor list, process registrations promptly and send a final confirmation with arrival instructions and table details at least 7 days before the fair.
Check electricity and lighting during the venue visit, not on the morning of the event. Count extension cords, power strips and desk lamps, and agree in advance where coffee machines, kettles and display lighting can be used.
Prepare visitor-facing information at least 3 days ahead. Print programme leaflets, registration forms, signage and information boards, and place price tags, pens, notepads and envelopes where exhibitors can reach them.
Treat refreshments and the cash desk as separate setups. Chill drinks before doors open, arrange coffee mugs, drinking glasses and pastry plates, and test the cash box and registration desk with one volunteer before visitors arrive.

Frequently asked questions

How far in advance should I organise a stamp fair?: Start at least 8 to 12 weeks before the event. Book the room and set the date first, then allow several weeks to invite exhibitors, process registrations and publish visitor information.
When should stamp fair exhibitors receive their table assignments?: Send table assignments with the final confirmation at least 7 days before the fair. Confirm the table number, arrival time and any special display or power requirements so changes can be handled before setup.
How many tables do I need for a stamp fair?: Count one exhibition table for each confirmed exhibitor, then add at least 10% spare capacity if the room allows. Reserve additional space for the registration desk, display cases, refreshments and clear routes between tables.
What should I prepare the day before a stamp fair?: Finish printing, badge preparation, table number cards and signage the day before. Also check stock, pack materials for transport and chill drinks if the venue has suitable refrigeration; leave only room setup and catering assembly for event day.

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.