How to organise a toy fair from start to finish

A toy fair needs more than tables and sellers: you need a clear buying process, enough space for browsing and reliable information for every participant. Start by fixing the date, venue, permissions and insurance before opening registrations. Then build the vendor list, plan the layout and decide how admission and payments will work. The final week is about confirming tables, volunteers, signage, parking details and power so the doors open without confusion.

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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 venue
2
Set the event date
3
Check insurance
4
Check permits
5
Draft the trade fair terms and conditions
2 people
6
Create registration form
7
Open registration
8
Send invitations
2 people
9
Announce the fair online
10
Distribute flyers
3 people
11
Process registrations
2 people
12
Keep track of the vendor list
13
Confirm table reservations
14
Collect dietary requirements
15
Book catering
16
Work out the floor plan
2 people
17
Assign vendors
2 people
18
Create parking information
19
Send participant information
20
Recruit volunteers
2 people
21
Assign volunteers
2 people
22
Choose payment method
2 people
23
Set admission prices
2 people
24
Print price tags
2 people
25
Print signage
2 people
26
Check stock
2 people
27
Reserve tables and chairs
28
Arrange cash change
29
Check the shopping list
2 people
30
Do the shopping
2 people
31
Collect materials
3 people
32
Chill drinks
2 people

Event

33
Open venue
2 people
34
Check lighting and heating
2 people
35
Set up the entrance desk
2 people
36
Set up tables
6 people
37
Set up chairs
4 people
38
Place vendor numbers
2 people
39
Hang up signage
2 people
40
Hang decorations
3 people
41
Set up coffee station
2 people
42
Set up the cloakroom
2 people
43
Receive vendors
4 people
44
Direct vendors to tables
3 people
45
Check safe passageways
2 people
46
Staff the entrance desk
2 people
47
Welcome visitors
3 people
48
Collect entrance fees
2 people
49
Distribute program
2 people
50
Serve coffee and tea
2 people
51
Refill drinks
2 people
52
Keep tables tidy
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Answer vendor questions
2 people
56
Register lost and found items
57
Walk past the sales tables
2 people
58
Set up lunch for volunteers
2 people
59
Relieve volunteers
2 people
60
Staff the entrance desk again
2 people
61
Monitor visitor flow
2 people
62
Replenish drink stock
63
Announce the last visitors
64
Check out vendors
3 people
65
Close out cash
2 people

Aftercare

66
Clear tables
6 people
67
Stack chairs
4 people
68
Remove decorations
3 people
69
Switch off equipment
2 people
70
Wash dishes
3 people
71
Collect waste
3 people
72
Sweep the floor
2 people
73
Clean the venue
3 people
74
Secure lost property
75
Return materials
3 people
76
Remove empty packaging
2 people
77
Clear away leftover stock
2 people
78
Send vendors a thank-you message
79
Process proceeds
2 people
80
Handle lost property

What to bring

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

Furniture

Tablesqty 40
Chairsqty 60
Registration tablesqty 2
Coat racksqty 2
Stoolsqty 6
Tableclothsqty 40
Waste binsqty 8

Equipment

Cash registersqty 2
Card machinesqty 2
Cash boxesqty 4
Extension cordsqty 6
Power stripsqty 8
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld megaphonesqty 2
Walkie-talkiesqty 6
Label printersqty 2
Staplersqty 4
Tape dispensersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Welcome signsqty 2
Vendor signsqty 40
Table numbersqty 40
Directional signsqty 12
Sticky tackqty 6
Ropeqty 2

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Cooling platesqty 4
Serving plattersqty 8

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand broomsqty 3
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the venue and date before advertising. Check permits, insurance and the venue’s trading conditions first, then include the exact opening, setup and pack-down times in every invitation.
Give vendors a firm registration deadline, ideally 2–3 weeks before the fair. Ask for table requirements and dietary needs on the same form, and send confirmed table details once the layout is complete.
Design the floor plan around movement, not just capacity. Leave clear routes between rows, place registration near the entrance, and number tables so sellers can find their spaces quickly.
Decide how payments will work at least 1 week before opening. Test card machines, cash registers and money boxes, prepare price labels, and make sure extension cords and power strips do not cross walking routes.
Brief volunteers with shifts of 2–3 hours and give them specific posts: registration, vendor support, directions, parking or payments. Print welcome signs, arrow signs and vendor boards before the final setup day.

Frequently asked questions

How far in advance should I organise a toy fair?: Start at least 8–12 weeks before the fair. Use the first 2 weeks for the venue, date, permits, insurance and conditions, then allow several weeks for vendor registrations and promotion.
When should toy fair vendor registration close?: Close registrations about 2–3 weeks before the event. That gives you time to process applications, confirm table reservations, create the floor plan and send participant information.
How many volunteers do I need for a toy fair?: Plan for at least 1 volunteer per active service point, plus 1 floating helper for every 50–75 visitors expected at busy times. Use 2–3-hour shifts so registration, directions and vendor support stay covered.
When should I finalise the toy fair floor plan?: Finalise it 7–10 days before the fair, after table reservations are confirmed. Send each vendor their table number and arrival instructions, then print the signs and keep one spare copy at registration.

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.