How to organise a tent fair without last-minute problems

Organising a tent fair starts well before the tents arrive. Set the date, reserve the venue and invite exhibitors first, then track registrations, dietary requirements and confirmations in one list. The layout, entrance route, parking and power supply need to be decided before setup day, not while people are unloading tables. Allow time for weather checks, signage, registration materials and a full test of cables and tent parts before visitors arrive.

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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
Record date and times
2
Reserve venue
3
Invite exhibitors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm exhibitors
2 people
8
Send exhibitor information
9
Create a floor plan of the booths
2 people
10
Map out power outlets
11
Plan parking route
12
Determine the Entrance Route
13
Design signage
14
Prepare name badges
2 people
15
Print the registration list
16
Check the weather forecast
17
Do the shopping
2 people
18
Collect materials
2 people
19
Check tent materials
2 people
20
Test extension cords
2 people
21
Fill coolers
2 people
22
Set out coffee and tea
2 people
23
Cordon off the area
3 people
24
Build tent structures
6 people
25
Attach the tent tarps
4 people
26
Check tent pegs
2 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Place booth numbers
2 people
30
Connect power supply
2 people
31
Hang lighting
3 people
32
Set up the information desk
2 people
33
Set up the catering table
2 people
34
Set up cash desk table
2 people
35
Set up presentation materials
4 people
36
Set up banners and flags
3 people
37
Set up signage
2 people
38
Check restroom facilities
39
Place waste stations
2 people
40
Conduct a safety check
2 people

Event

41
Welcome exhibitors
3 people
42
Register exhibitors
2 people
43
Guide exhibitors to their stands
2 people
44
Welcome visitors
3 people
45
Register visitors
2 people
46
Explain the program
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Check coolers
51
Empty trash bins
2 people
52
Restock toilets
53
Support exhibitors
2 people
54
Answer visitor questions
2 people
55
Capture photo moments
56
Inform last visitors
2 people
57
Check out exhibitors
2 people

Aftercare

58
Turn off lights
2 people
59
Collect presentation materials
4 people
60
Clear tables and chairs
4 people
61
Collect waste
3 people
62
Wash dishes
2 people
63
Clean the catering table
2 people
64
Take down tent structures
6 people
65
Leave the site clean
3 people
66
Return materials
2 people
67
Return borrowed items
2 people
68
Store leftover stock
2 people
69
Store decorations clean and dry
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 6
Folding chairsqty 80
Beer table setsqty 6
Tableclothsqty 24
Clothes racksqty 8
Storage cratesqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 10
Handheld microphone
Bluetooth speakerqty 2
Payment terminal
Calculatorsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 6

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Ice packsqty 30

Decorations

Stand number signsqty 30
Welcome banner
Buntingqty 12
Bannersqty 8
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Chalkboardsqty 8
Ropeqty 4
Cable tiesqty 200
Cable tiesqty 100

Lighting

String lightsqty 8
LED work lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Create the booth floor plan as soon as exhibitor numbers are reasonably clear. Leave enough space for people to move between tables, clothes racks and storage crates, and mark every booth before setup begins.
Plan the entrance route and parking route separately. Print the registration list and prepare name badges at least one day before the fair, because registration slows down quickly when names have to be checked manually.
Check every tent component before the setup day and test extension cords, power strips and lamps together. A power outlet map prevents several exhibitors from trying to use the same socket.
Schedule the tent build and tarp fitting with enough daylight left for corrections. Cordon off the area first, then place tables and chairs only after the structures are secure.
Prepare refreshments in stages rather than all at once. Set out coffee and tea shortly before opening, fill coolers near the start time, and keep cups, glasses, mugs and serving equipment together at the refreshment point.

Frequently asked questions

How far in advance should I organise a tent fair?: Start at least 8 to 12 weeks before the fair. Reserve the venue and record the date and times first, then allow several weeks for exhibitor invitations, registrations and confirmations.
When should I make the booth layout for a tent fair?: Make a first layout 2 to 3 weeks before the event, once most exhibitors have registered. Finalise it a few days before setup and give exhibitors the information they need to find their booth.
How many power outlets do I need at a tent fair?: Count the powered items at each booth and add at least 20% spare capacity. Map the outlets before setup, test extension cords and power strips, and keep cables out of visitor walkways.
When should I check the weather for an outdoor tent fair?: Check the forecast 7 days before the fair, again 48 hours before, and once more on setup day. Use the final checks to confirm whether tent structures, signage, lighting and the entrance route need adjustments.

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.