How to organise a toy swap fair without the usual mix-ups

A toy swap fair runs smoothly when the exchange system is clear before the first toy arrives. Set the date and location, open registrations, publish the rules and collect toys early enough to check, sort and test them. On the day, visitors need an obvious entrance, numbered exchange points and simple vouchers. Volunteers should know exactly where to direct people, how to handle checked toys and when to restock tables.

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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
Publish date and location
2
Send invitations
2 people
3
Open registrations
4
Process registrations
2 people
5
Collect dietary requirements
6
Publish exchange rules
7
Schedule volunteers
2 people
8
Print the visitor list
9
Prepare route signs
2 people
10
Arrange swap tables
2 people
11
Do the shopping
2 people
12
Collect toys in advance
3 people
13
Check the toys
4 people
14
Sort toys
4 people
15
Test battery-powered toys
2 people
16
Prepare exchange vouchers
2 people
17
Set up tables
4 people
18
Set up chairs
2 people
19
Mark exchange points
2 people
20
Display Toys
5 people
21
Mark entrance and exit
2 people
22
Chill drinks
2 people
23
Prepare coffee and tea
2 people
24
Set out snacks
2 people
25
Brief volunteers
2 people

Event

26
Welcome visitors
3 people
27
Register donated items
3 people
28
Check toys for quality
3 people
29
Hand out exchange vouchers
2 people
30
Supervise swap tables
4 people
31
Keep toys tidy
2 people
32
Answer visitor questions
2 people
33
Refill drinks
34
Refill snacks
35
Close the collection table
2 people
36
Label leftover toys
3 people
37
Wave goodbye to visitors
2 people

Aftercare

38
Wrap toys
4 people
39
Clear tables and chairs
4 people
40
Wash dishes
2 people
41
Collect waste
2 people
42
Clean the venue
3 people
43
Store remaining supplies
2 people
44
Donate leftover toys
2 people
45
Return borrowed materials
2 people
46
Inform participants about leftovers

What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Tableclothsqty 10
Toy binsqty 18
Storage cratesqty 12
Presentation basketsqty 8
Shopping cartsqty 2
Bollardsqty 6

Tableware

Reusable cupsqty 80
Coffee mugsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 4
Label maker
Test batteriesqty 20
Scissorsqty 8
Tape holdersqty 6
Clipboardsqty 6
Ballpoint pensqty 30
Markersqty 12
Cross wrenchesqty 2
Measuring tapesqty 2

Decorations

Welcome banner
Category signsqty 12
Directional signsqty 8
Plate standsqty 10
Table numbersqty 10

Kitchen

Thermos flasksqty 4
Coolersqty 3
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Pouring bottlesqty 4
Measuring cupsqty 2
Ice packsqty 12
Food storage containersqty 6

Catering

Exchange voucher cardsqty 300
Name stickersqty 150
Reusable shopping bagsqty 100
Donation box
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Disinfectant wipesqty 4

Tips

Publish the exchange rules before registrations open. Explain how many toys each visitor may bring, what condition is acceptable and whether battery-powered toys must be working.
Collect toys several days before the fair rather than during setup. This gives you time to reject damaged items, test battery-powered toys and sort everything by category.
Build the visitor flow before arranging the room. Mark the entrance and exit, use directional signs, and number the exchange tables so volunteers can give precise directions.
Prepare exchange vouchers and the printed visitor list in advance. Print them at least one day before the event, then keep spare copies and a working printer available for registration changes.
Brief volunteers before doors open, including the person checking registrations, the team displaying toys and anyone serving coffee, tea, drinks and snacks. Keep tables, chairs, bins and storage crates arranged so incoming toys do not block the exchange area.

Frequently asked questions

How far in advance should I collect toys for a toy swap fair?: Collect them at least 3 to 5 days before the fair. That leaves time to check condition, test battery-powered toys, label categories and move unsuitable items out of the exchange stock.
How do I organise the tables at a toy swap fair?: Set up separate, clearly marked exchange points by toy category and leave a visible route between them. Arrange the tables at least 2 hours before opening so you can adjust the layout after placing bins, baskets and display stands.
What rules should a toy swap fair have?: Publish the rules at least 7 days beforehand. State the accepted condition, the maximum number of toys, how vouchers work and what happens to toys that fail the check.
How many volunteers do I need for a toy swap fair?: Plan for at least 1 volunteer handling registration and 1 volunteer for every 2 to 3 exchange tables. Add one person to manage incoming toys and one coordinator to handle questions and keep the visitor flow moving.

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.