How to organise a toy fair without last-minute chaos

A toy fair runs smoothly when vendor administration, the floor plan and the visitor welcome are arranged in that order. Start by confirming the date and venue, then set clear sales terms and collect registrations before assigning pitches. Two weeks before the fair, finalise the vendor list, booth numbers, directions and volunteer schedule. On the day, allow at least 90 minutes to open the hall, set up tables and chairs, check power and prepare the registration desk before sellers arrive.

Organize this event for free with Lizzt

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
Determine room layout
2 people
3
Draw up sales terms
2 people
4
Create vendor form
5
Send invitations
2 people
6
Announce the fair online
7
Process registrations
2 people
8
Confirm vendors
9
Collect dietary requirements
10
Make reservations
11
Assign pitch locations
2 people
12
Print vendor list
13
Make booth numbers
14
Print floor plan
15
Schedule volunteers
2 people
16
Send directions
17
Prepare cash
2 people
18
Do the shopping
2 people
19
Check materials
2 people
20
Sort labels and forms
21
Chill drinks
2 people
22
Bring boxes to the venue
3 people
23
Open hall
2 people
24
Set up tables
5 people
25
Set up chairs
3 people
26
Place booth numbers
2 people
27
Clear the walkways
2 people
28
Set up the information desk
2 people
29
Set up the cash register
2 people
30
Set up the catering table
2 people
31
Hang decorations
3 people
32
Hang signs
2 people
33
Test sound system
2 people

Event

34
Receive vendors
3 people
35
Register attendance
2 people
36
Guide vendors to their booths
3 people
37
Open the entrance
2 people
38
Collect admission fees
2 people
39
Inform visitors
2 people
40
Support vendors
2 people
41
Serve drinks
2 people
42
Serve coffee and tea
2 people
43
Refill snacks
2 people
44
Refill drinks
2 people
45
Empty trash bins
2 people
46
Check toilets
2 people
47
Register lost and found items
48
Warn last visitors
2 people
49
Wrap up sales
2 people
50
Check out vendors
3 people

Aftercare

51
Close the register
2 people
52
Pack leftover food
2 people
53
Collect tableware
3 people
54
Clear tables and chairs
5 people
55
Remove decorations
3 people
56
Collect waste
3 people
57
Sweep and mop the hall
3 people
58
Clean the restrooms
2 people
59
Switch off equipment
2 people
60
Return materials
3 people
61
Wash dishes
2 people
62
Empty the coolers
2 people
63
Dispose of waste
2 people
64
Keep lost and found items
65
Return deposit and keys

What to bring

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

Furniture

Foldable tablesqty 40
Chairsqty 80
Registration desk
Stoolsqty 6
Clothes racksqty 6
Shelving unitsqty 4
Storage boxesqty 12
Tableclothsqty 40

Equipment

Sound system
Microphoneqty 2
Laptopsqty 2
Payment terminalsqty 2
Power stripsqty 8
Extension cordsqty 10
Charging cablesqty 6
Glue gun
Tape dispensersqty 4

Lighting

LED lampsqty 8
Desk lampsqty 4
Light standsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Toy postersqty 12
Table décorqty 12
Decorative arrowsqty 20
Bulletin board cardsqty 4
Table numbersqty 40

Administration

Registration formsqty 100
Visitor passesqty 300
Name stickersqty 150
Ballpoint pensqty 20
Clipboardsqty 6
Envelopesqty 100
Cash tray insertsqty 2
Cash box
Coupon bookletsqty 4
Calculatorsqty 2

Signage

Information boardsqty 6
Wayfinding signsqty 12
Signs on standsqty 8
Price tagsqty 500
Chalkboardsqty 4

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Drink dispensersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Sugar bowlsqty 4
Milk jugsqty 4
Serving traysqty 8

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Pliersqty 6
Measuring cupsqty 2

Cleaning

Waste binsqty 10
Vacuum cleaner
Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 3

Groceries

Groceries

Tips

Set a registration deadline at least 10 days before the fair. Use the completed vendor forms to confirm names, table requirements and dietary information before assigning pitch locations.
Draw the floor plan before printing booth numbers. Leave a clear route to the entrance, registration desk and exits, and allow at least 1 metre between rows so visitors can browse without blocking the aisle.
Prepare payments at least 48 hours in advance. Test every payment terminal, charge laptops and devices, and pack power strips, extension cords and charging cables together rather than searching for them at the venue.
Pack each vendor area in labelled boxes. Keep table numbers, forms, visitor passes, tape and table décor together, and bring a printed floor plan for the person directing sellers when they arrive.
Schedule volunteers in overlapping shifts of at least 2 hours. Assign separate people to registration, seller guidance and general checks so one queue or late arrival does not stop the whole setup.

Frequently asked questions

How far in advance should I organise a toy fair?: Start at least 6 weeks before the fair. Use the first 2 weeks for the venue, sales terms and vendor form, then keep the final 10 days for registrations, pitch assignments and printing.
How much setup time does a toy fair need?: Allow 90 minutes to 2 hours before vendors arrive. This covers opening the hall, placing tables and chairs, setting up the registration desk, checking lighting and testing payment equipment.
How do I assign stalls at a toy fair?: Assign pitches after registrations close, ideally 7 to 10 days before the event. Number each booth, mark it on the floor plan and send every vendor their location and arrival directions.
What should I prepare for toy fair payments?: Prepare cash and test payment terminals at least 48 hours before opening. Charge laptops and terminals, pack backup cables and extension cords, and decide who handles payment questions at the registration 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.