How to organise a toy fair from start to finish

A toy fair works best when you treat it as both a sales floor and a small public event. Start by securing the date and venue, then design the layout before inviting exhibitors so you know how many stands you can offer. Registration, clear selling rules and practical arrival information prevent confusion later. In the final week, focus on payments, signage, equipment, refreshments and volunteer cover rather than leaving setup details until the morning.

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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 people
2
Create the trade fair map
2 people
3
Assign pitches
2 people
4
Draw up sales terms
2 people
5
Create registration form
6
Send invitations
2 people
7
Promote the trade fair
2 people
8
Process registrations
2 people
9
Confirm exhibitors
2 people
10
Collect contact details
11
Collect dietary requirements
12
Make reservations
2 people
13
Assign volunteers
2 people
14
Send exhibitor information
15
Send directions
16
Design signage
17
Print Signage
18
Prepare cash register rules
2 people
19
Arrange cash change
20
Check the shopping list
21
Do the shopping
2 people
22
Collect materials
3 people
23
Prepare table numbers
24
Lay out price tags
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people

Event

27
Open venue
2 people
28
Conduct a safety check
2 people
29
Set up tables
6 people
30
Set up chairs
4 people
31
Place table numbers
2 people
32
Register exhibitors
3 people
33
Direct exhibitors to tables
3 people
34
Set up stands
8 people
35
Set up the entrance desk
2 people
36
Set up the register and change
2 people
37
Hang up signage
3 people
38
Hang decorations
3 people
39
Set up the catering table
2 people
40
Set out coffee and tea
2 people
41
Set out snacks
2 people
42
Test sound and lighting
2 people
43
Check toilets
44
Brief entrance staff
2 people
45
Inform exhibitors
2 people
46
Open the doors
3 people
47
Welcome visitors
4 people
48
Collect admission
2 people
49
Answer visitors' questions
2 people
50
Support exhibitors
2 people
51
Serve drinks
2 people
52
Refill drinks
2 people
53
Refill snacks
2 people
54
Empty trash bins
2 people
55
Clean the toilets between times
2 people
56
Keep walkways clear
2 people
57
Register lost and found items
58
Inform last visitors
2 people

Aftercare

59
Close doors
3 people
60
Have exhibitors dismantle their stands
4 people
61
Collect sold materials
2 people
62
Clear tables and chairs
6 people
63
Remove decorations
3 people
64
Sort waste
3 people
65
Wash dishes
3 people
66
Clean the venue
5 people
67
Final cleaning of the toilets
2 people
68
Switch off equipment
2 people
69
Pack supplies
2 people
70
Check borrowed items
2 people
71
Return materials
2 people
72
Store cash takings securely
2 people
73
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 40
Beer tablesqty 4
Stoolsqty 6
Clothes racksqty 4
Cash desk table
Catering tableqty 2
Waste binsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Walkie-talkiesqty 4
Handheld microphone
Speakersqty 2
Laptop
Printer
Hand truck

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving jugsqty 4
Thermos flasksqty 4
Pliersqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Table signsqty 30
Information boardsqty 6
Directional signsqty 12
Barrier tapeqty 4
Chalkboardsqty 4
Table numbersqty 30

Lighting

LED lampsqty 8
Mood lightingqty 4
Flashlightsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Storage binsqty 8
Measuring cupsqty 2
Kitchen towelsqty 12
Serving spoonsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the venue and draw the floor plan before opening registration. Mark each stand, the cash desk, refreshments, walkways and emergency routes, then use numbered tables so exhibitors can find their place quickly.
Give exhibitors the selling rules with their confirmation, not only on arrival. State what information they must provide, how pricing should be displayed and which payment arrangements apply; collect contact details and dietary requirements at the same time.
Send directions and arrival instructions several days before the fair. Include the entrance, unloading point, setup window and stand number, because exhibitors carrying boxes of toys need to know where a hand truck or vehicle can be used.
Test the payment and power setup before doors open. Check card machines, cash change, extension cords and power strips, and keep the cash desk separate from the catering table so sales and refreshments do not block each other.
Finish the room setup before exhibitors arrive: position tables and chairs, attach table numbers, put out price tags and signage, chill drinks and check that coffee machines, kettles and waste bins are ready. Keep a few volunteers available for the first hour, when most questions and layout problems appear.

Frequently asked questions

How far in advance should I organise a toy fair?: Fix the date and venue at least 8 to 12 weeks ahead. Open exhibitor registration soon after, then send final stand details, directions and setup times at least 5 to 7 days before the fair.
How many toy fair exhibitors can fit in the venue?: Count the usable stand spaces on the floor plan rather than estimating from the room size. Leave clear walkways and access to exits, then stop registration when every numbered table or stand has been assigned.
When should I confirm toy fair exhibitors?: Review registrations weekly and confirm exhibitors as soon as their place is secure. Send the final confirmation, selling conditions, stand number and arrival instructions no later than one week before the event.
How much cash change do I need for a toy fair?: Prepare enough small notes and coins for the first few hours, when buyers are most likely to pay with larger notes. Check expected attendance and typical toy prices, then separate the change float from sales money at the cash desk.

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.