How to organise a tattoo and piercing fair
A tattoo and piercing fair needs more than a list of artists and a venue. Start by securing the date, checking permits and mapping the floor before you open registration. Then build the artist and piercer list, assign pitches, arrange power and visitor flow, and give participants clear terms and delivery instructions. In the final week, confirm every booking, print forms, prepare wristbands and tickets, chill drinks and set up the catering area before doors open.
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 permits and notifications
2 people
- 3
Contact tattoo artists
2 people
- 4
Contact piercers
2 people
- 5
Book music and entertainment
- 6
Book catering
- 7
Reserve photographer
- 8
Create a stand map
2 people
- 9
Assign pitch locations
2 people
- 10
Send participant terms and conditions
- 11
Publish registration form
- 12
Send invitations
2 people
- 13
Launch the social media campaign
2 people
- 14
Distribute posters
3 people
- 15
Process registrations
2 people
- 16
Collect dietary requirements
- 17
Confirm artist list
2 people
- 18
Send visitor information
2 people
- 19
Coordinate deliveries with participants
2 people
- 20
Count wristbands and tickets
- 21
Print registrations and forms
2 people
- 22
Do the shopping
3 people
- 23
Collect materials
3 people
- 24
Chill drinks
2 people
- 25
Prepare catering
3 people
Event
- 26
Open venue
2 people
- 27
Check access and emergency exits
2 people
- 28
Set out pitches
3 people
- 29
Set up tables and chairs
4 people
- 30
Set up exhibition walls
3 people
- 31
Hang lighting
3 people
- 32
Distribute power points safely
2 people
- 33
Connect sound equipment
2 people
- 34
Set up registration desk
2 people
- 35
Register the artists
2 people
- 36
Hand out artist passes
2 people
- 37
Check piercing workstations
2 people
- 38
Check Tattoo Workstations
2 people
- 39
Distribute hygiene supplies
2 people
- 40
Set up the catering point
3 people
- 41
Set out snacks
3 people
- 42
Give staff briefing
3 people
- 43
Open the doors and entrance
3 people
- 44
Register visitors
4 people
- 45
Hand out wristbands
3 people
- 46
Direct visitors to booths
2 people
- 47
Register tattoo appointments
2 people
- 48
Register piercing appointments
2 people
- 49
Carry out age verification
2 people
- 50
Distribute aftercare information
2 people
- 51
Serve snacks
3 people
- 52
Serve drinks
3 people
- 53
Refill drinks
2 people
- 54
Restock coffee and tea
2 people
- 55
Empty trash bins
2 people
- 56
Check toilets
2 people
- 57
Clean workstations during breaks
2 people
- 58
Support the stage program
2 people
- 59
Guide photo moments
- 60
Provide music at the trade fair
- 61
Inform last visitors
2 people
- 62
Close entrance
2 people
- 63
Ensure visitors leave safely
3 people
Aftercare
- 64
Check out artists
2 people
- 65
Turn off the sound equipment
2 people
- 66
Clear out the catering point
3 people
- 67
Collect tableware
3 people
- 68
Collect waste
3 people
- 69
Take down tables and chairs
4 people
- 70
Dismantle booth walls
3 people
- 71
Remove decorations
2 people
- 72
Clean the venue
4 people
- 73
Clean the restrooms
2 people
- 74
Gather borrowed materials
2 people
- 75
Return materials
2 people
- 76
Return rental items
2 people
- 77
Store leftover stock
2 people
- 78
Register lost and found items
- 79
Collect invoices and receipts
- 80
Archive photos and files
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 30
- Chairsqty 80
- Bar stoolsqty 8
- Display wallsqty 20
- Dressing tablesqty 12
- Clothes racksqty 6
- Bollardsqty 12
- Reception desk
- Storage cratesqty 20
Equipment
- Sound system
- Microphonesqty 2
- Laptopsqty 3
- Tabletsqty 3
- Card machinesqty 3
- Extension cordsqty 8
- Power stripsqty 15
- USB chargersqty 8
- Coolersqty 6
- Cash drawer
Lighting
- LED work lightsqty 8
- Mood lightingqty 12
- Light standsqty 6
- Spare batteriesqty 24
Decorations
- Trade show bannersqty 6
- Entrance sign
- Directional signsqty 12
- Artist signsqty 30
- Fabric tableclothsqty 30
- Buntingqty 8
- Photo backdrop
- Balloonsqty 100
Tableware
- Reusable glassesqty 120
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving traysqty 8
- Serving jugsqty 6
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Hot boxesqty 3
- Cutting boardsqty 4
- Chef's knifeqty 4
- Serving tongsqty 8
- Measuring cupsqty 3
- Cooling racksqty 6
Cleaning
- Waste binsqty 12
- Cleaning bucketsqty 4
- Mopsqty 6
- Broom setsqty 4
- Dustpan and brushqty 4
- Cleaning glovesqty 12
- Microfiber clothsqty 30
- Hand soap dispensersqty 8
- Disinfectant dispensersqty 10
Tattoo and Piercing Supplies
- Screen Waste Binsqty 12
- Sharps containersqty 12
- Stainless steel worktopsqty 12
- Workstation matsqty 24
- Tattoo chairsqty 12
- Piercing Chairsqty 6
- Magnifying lampsqty 8
- Display casesqty 12
- Jewelry displaysqty 12
Registration
- Visitor badgesqty 1000
- Artist passesqty 100
- Wristbandsqty 1000
- Ticket rollsqty 1000
- Clipboardsqty 12
- Desk pensqty 30
- Clipboardsqty 12
- Visitor formsqty 500
- Consent formsqty 300
- Aftercare Brochuresqty 500
- Cash register and change tray
Catering
- Groceries
Tips
- Fix the venue layout before publishing the registration form. Mark each pitch, the reception desk, storage crates, toilets, catering area and clear routes, then send every participant their assigned location.
- Allow at least 8 weeks for artist recruitment and promotion. Confirm tattoo artists and piercers first, then publish the registration form, send invitations and begin the social media and poster campaign.
- Check power requirements with every participant before the event week. Count extension cords, power strips, USB chargers, work lights and card machines, and keep spare batteries available for lighting.
- Send visitor information no later than 7 days before opening. Include entry arrangements, registration or ticket details, the artist list, directions and any practical information visitors need on the day.
- Complete the final operational check 24 hours before opening. Count wristbands and tickets, print registrations and forms, confirm deliveries, chill drinks and prepare catering so the reception team is not solving shortages at the door.
Frequently asked questions
- How far in advance should I organise a tattoo and piercing fair?
- Start at least 8 to 12 weeks before the fair. Use the first 2 weeks for the date, venue, permits and core suppliers, then allow several weeks for artist recruitment, registration and promotion.
- How do I plan the layout for a tattoo and piercing fair?
- Create the stand map before assigning pitches or accepting registrations. Leave clear routes between pitches, place the reception desk at the entrance, and separate catering, storage and delivery access from visitor movement.
- When should I confirm tattoo artists and piercers?
- Aim to confirm the final artist and piercer list 2 to 3 weeks before the event. Send participant terms, pitch assignments and delivery instructions as soon as each registration is accepted, then issue one final confirmation.
- What should I prepare the day before a tattoo and piercing fair?
- Print registrations and forms, count tickets and wristbands, check tables, chairs, signage, lighting and power equipment, and confirm deliveries the day before. Chill drinks and prepare catering as late as practical, usually within 24 hours of opening.
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