How to organise a toy fair from first booking to opening

Organising a toy fair starts with the room, opening hours and a layout that works for sellers, buyers and accessibility. After that, build the event around registration: publish clear participant terms, invite vendors, confirm tables and collect practical details such as dietary requirements. The final week is about matching supplies to the floor plan, preparing payments and assigning volunteers. On the day, allow enough time to open the hall, check the venue, set up tables and test power and payment equipment before visitors 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 the date and opening hours
2
Confirm room booking
3
Create the trade show floor plan
2 people
4
Draft participant terms and conditions
2 people
5
Publish registration form
6
Send invitations
2 people
7
Distribute promotional posters
3 people
8
Publish on social media
9
Process registrations
2 people
10
Confirm vendors
2 people
11
Assign table numbers
2 people
12
Print participant list
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Confirm supplier agreements
16
Create cash and payment plan
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Pick up printed materials
20
Collect materials
3 people
21
Label crates
2 people
22
Pick up venue keys
23
Open hall
2 people
24
Check the Venue
2 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Set up the sales counter
2 people
28
Set up entrance
2 people
29
Place table numbers
2 people
30
Hang up signage
2 people
31
Hang decorations
3 people
32
Test the lighting
2 people
33
Test sound system
2 people
34
Set up the coffee corner
2 people
35
Chill drinks
2 people
36
Set out snacks
2 people
37
Test payment terminals
2 people
38
Lay out cash
2 people

Event

39
Receive participants
3 people
40
Guide vendors to tables
3 people
41
Check the sales tables
2 people
42
Welcome visitors
3 people
43
Register entry
2 people
44
Hand out wristbands
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Check stock
51
Keep the route clear
2 people
52
Register lost and found items
53
Inform last visitors
2 people
54
Have vendors pack up
3 people

Aftercare

55
Close the register
2 people
56
Clear tables and chairs
4 people
57
Remove decorations
3 people
58
Switch off equipment
2 people
59
Wash dishes
2 people
60
Collect waste
3 people
61
Clean the room
4 people
62
Pack supplies
2 people
63
Return materials
2 people
64
Return borrowed items
2 people
65
Handle lost and found

What to bring

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

Furniture

Trade fair tablesqty 40
Folding chairsqty 80
Cash register tableqty 2
Coffee tableqty 2
Waste binsqty 12
Clothes racksqty 4
Storage cratesqty 20
Tableclothsqty 40
Wheelchair table
Party tentqty 2

Equipment

Payment terminalsqty 2
Cash registerqty 2
Coin traysqty 4
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Walkie-talkiesqty 6
Label printer
Laptop
Printer
Cable reelsqty 4
Coolersqty 4
Handheld microphone stand

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 6

Decorations

Entrance bannersqty 2
Trade fair flagsqty 8
Directional signsqty 12
Table numbersqty 40
Name badgesqty 60
Wristbandsqty 300
Barrier tapeqty 4
Poster puttyqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Night lightsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Ice packsqty 16

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cart
Hand sanitizer standsqty 4

Catering

Groceries

Tips

Fix the date, room booking and opening hours before inviting vendors. Publish the registration form only after you know how many trade fair tables the room can hold and where the wheelchair table, coffee table and cash register table will go.
Create the floor plan before assigning table numbers. Leave clear walking routes, place storage crates where they will not block exits, and check that extension cords, power strips and cable reels cannot become trip hazards.
Set a firm vendor confirmation deadline, ideally 7 days before the fair. Use the final participant list to assign table numbers, prepare printed information and avoid last-minute changes at check-in.
Prepare cash and card payments separately. Count coins for the cash register and coin trays, charge payment terminals, and test the cash register, laptop and charging stations before packing them into labelled crates.
Plan the setup backwards from opening time. Pick up venue keys and printed materials early enough to allow a full venue check, table and chair setup, signage, sound system testing and a final walk-through before doors open.

Frequently asked questions

How far in advance should I organise a toy fair?: Start at least 8 weeks before the fair. Confirm the date and room first, then allow 4 to 6 weeks for vendor registration, invitations and promotion, with a final confirmation deadline about 7 days before opening.
How do I plan the layout for a toy fair?: Draw the floor plan before assigning tables, including entrances, exits, walking routes, the cash register table and accessible seating. Keep the layout flexible until registrations close, then number each table and print the final participant list.
When should toy fair vendors confirm their tables?: Set the confirmation deadline 7 days before the event. This gives you time to replace cancellations, assign table numbers, update the participant list and prepare any payment or dietary information.
How much setup time does a toy fair need?: Allow at least 3 hours before visitors arrive for a small or medium fair. That covers opening the hall, checking the venue, setting up tables and chairs, placing signs, testing payment and sound equipment, and resolving missing supplies.

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.