How to organise a toy fair without last-minute chaos

A toy fair works best when vendor arrangements, visitor registration and the physical layout are planned in that order. Start by securing the venue and recording the exact opening, setup and closing times, then recruit sellers with clear terms and stall information. After registrations are processed, prepare the floor plan, vendor list and visitor instructions. On the day, allow enough time to check the venue, number stalls, set up tables and chairs, and open the reception and coffee areas 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
Reserve venue
2
Record date and times
2 people
3
Draft vendor terms
2 people
4
Recruit vendors
2 people
5
Send invitations
2 people
6
Process registrations
7
Confirm vendors
8
Create the table layout
2 people
9
Collect dietary requirements
10
Send visitor information
11
Check reservations
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Collect materials
2 people
15
Print vendor list
16
Print floor plan

Event

17
Open venue
2 people
18
Check the venue
2 people
19
Set up tables
4 people
20
Set up chairs
3 people
21
Number the vendor stalls
2 people
22
Lay out tablecloths
3 people
23
Signpost the entrance
2 people
24
Set up the reception booth
2 people
25
Set up the coffee corner
2 people
26
Chill drinks
2 people
27
Set out snacks
2 people
28
Set up the register and change
2 people
29
Receive vendors
3 people
30
Direct vendors to booths
2 people
31
Carry out the final safety check
2 people
32
Welcome visitors
3 people
33
Handle access and payments
2 people
34
Serve coffee and tea
2 people
35
Refill drinks
36
Empty trash bins
37
Check out vendors
2 people

Aftercare

38
Take down tables and chairs
4 people
39
Sort materials
3 people
40
Wash dishes
2 people
41
Collect waste
2 people
42
Clean the room
3 people
43
Close the register
2 people
44
Lock up the venue
2 people
45
Return materials
2 people
46
Clear away leftover items
2 people

What to bring

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

Furniture

Tablesqty 20
Chairsqty 45
Shelving unitsqty 6
Clothes racksqty 4
Reception folding table
Catering folding tableqty 2
Stoolsqty 6
Storage cratesqty 12
Waiting postsqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Kettlesqty 2
Coolersqty 3
Cash register
Cash box
Power stripsqty 6
Extension cordsqty 6
Handheld microphone
Batteriesqty 12

Decorations

Tableclothsqty 20
Trade show bannersqty 3
Directional signsqty 8
Booth numbersqty 20
Name badgesqty 30
Balloonsqty 40
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Coffee scoopsqty 2
Bottle openersqty 2
Cooling platesqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
First aid kit

Catering

Groceries

Tips

Set the venue, date and times first, including a separate setup window before doors open. Without that buffer, arranging tables, chairs, signs and stall numbers becomes rushed.
Send vendor terms with the invitation and confirm every seller before finalising the table layout. Keep the floor plan flexible until registrations and any special space requirements are known.
Collect dietary requirements during registration rather than during setup. Use the final responses to plan the coffee corner, reusable cups, plates and serving equipment at least several days before the fair.
Print the vendor list, floor plan, booth numbers and directional signs before the event day. Prepare spare copies because the reception table is usually the first place visitors and vendors ask for information.
Check practical equipment before opening the venue, especially extension cords, power strips, batteries, the cash register and cash box. Test the handheld microphone and place storage crates or shelving where vendors can access them without blocking walkways.

Frequently asked questions

How far in advance should I organise a toy fair?: Start securing the venue and recruiting vendors at least 6 to 8 weeks before the fair. Keep the final 7 days for confirming vendors, checking registrations, printing information and completing the shopping list.
How much setup time does a toy fair need?: Allow at least 2 to 3 hours before visitors arrive for a fair with multiple vendor stalls. This covers checking the venue, arranging tables and chairs, numbering stalls, placing tablecloths and setting up reception and refreshments.
What information should toy fair vendors receive?: Send the stall details, arrival and departure times, venue instructions, table layout and any payment or registration requirements no later than 7 days before the event. Send a final confirmation 2 to 3 days before opening.
How do I plan the layout for a toy fair?: Create the table layout after vendor registrations are processed, then number every stall and mark the entrance, reception booth and coffee corner. Leave clear walking routes and finish the printed floor plan at least 3 days before the fair.

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.