How to organise a village street fair

Start with the date, route and permissions before inviting stallholders or residents. A village street fair depends on a workable traffic plan, enough power and equipment, and clear responsibilities on the day. Build the layout only after you know which stalls are attending, then publish the map and give volunteers specific jobs. Leave time for registrations, dietary requirements, cash, drinks and weather decisions rather than treating them as last-minute details.

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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
Record date and route
2 people
2
Apply for a permit
3
Develop the traffic plan
2 people
4
Contact suppliers
2 people
5
Recruit booth holders
3 people
6
Process registrations
2 people
7
Create booth layout
2 people
8
Send invitations
3 people
9
Inform local residents
2 people
10
Publish the map
11
Collect dietary requirements
12
Confirm reservations
2 people
13
Assign volunteers
2 people
14
Record emergency contact
15
Check the weather forecast
16
Check the shopping list
2 people
17
Reserve stalls and equipment
18
Order cash
19
Hang posters
3 people
20
Inform local residents
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Prepare cash boxes
2 people
25
Inform volunteers
2 people
26
Prepare weather measures
2 people
27
Put up barriers
4 people
28
Set up traffic signs
3 people
29
Unload booths
6 people
30
Build party tents
6 people
31
Set up tables and chairs
5 people
32
Lay out power cables safely
3 people
33
Hang lighting
3 people
34
Mark stall locations
2 people
35
Receive booth holders
3 people
36
Show exhibitors to their spots
3 people
37
Set up the sales booths
12 people
38
Set up the info point
2 people
39
Set up catering stand
4 people
40
Set out coffee and tea
2 people
41
Display snacks
3 people
42
Place waste bins
2 people
43
Check toilets
2 people
44
Conduct a safety check
3 people

Event

45
Staff the information point
2 people
46
Welcome visitors
3 people
47
Monitor traffic crossings
2 people
48
Serve catering
5 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Empty trash bins
2 people
53
Clean the restrooms
2 people
54
Clear tables
2 people
55
Register lost and found items
56
See vendors off
2 people

Aftercare

57
Dismantle sales booths
8 people
58
Take down party tents
6 people
59
Gather tables and chairs
5 people
60
Remove decorations
3 people
61
Safely disconnect power
2 people
62
Collect waste
5 people
63
Clean the grounds
5 people
64
Remove traffic signs
3 people
65
Remove the barriers
4 people
66
Wash dishes
3 people
67
Inventory supplies
2 people
68
Empty coolers
2 people
69
Store leftover food
2 people
70
Return rental equipment
3 people
71
Take waste to the collection point
2 people
72
Lock cash boxes
2 people
73
Clear the info point
2 people
74
Remove posters
2 people
75
Hand over the site
2 people
76
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 24
Tablesqty 12
Folding chairsqty 48
Bar stoolsqty 8
Foldable tablesqty 4
Booth panelsqty 12
Clothes racksqty 8
Storage cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Bowlsqty 20
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Payment terminalsqty 4

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Thermos flasksqty 8
Water jugsqty 6
Measuring cupsqty 4
Serving tongsqty 10
Food storage containersqty 20
Ice packsqty 30

Decorations

Buntingqty 12
Balloonsqty 200
Tableclothsqty 20
Chalkboardsqty 12
Directional signsqty 10
Plantersqty 12

Lighting

String lightsqty 8
LED lightsqty 16
Batteriesqty 32

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 6

Safety

Crowd control barriersqty 20
Traffic conesqty 24
Traffic signsqty 8
Cable matsqty 12
Fire extinguishersqty 4
First aid kitsqty 2
Work glovesqty 12

Information desk

Information desk
Clipboardsqty 6
Pensqty 24
Notepadsqty 6
Floor plansqty 300
Wristbandsqty 300
Cash boxesqty 4
Change boxesqty 4

Catering

Groceries

Tips

Record the date and route first, then apply for the permit and develop the traffic plan before sending invitations. This gives residents, suppliers and stallholders one confirmed plan to work from.
Recruit booth holders before finalising the booth layout. Keep a current registration list, confirm reservations, and publish the map only when stall positions and access routes are settled.
Tell local residents about the road closure and event route more than once: send the formal notice early, then put up posters close to the event. Include the start and finish times and where access changes.
Assign volunteers by task rather than simply asking for general help. Record an emergency contact for each person, brief them before opening, and keep payment terminals, cash boxes and extension leads with named responsible people.
Check the forecast and shopping list on the final working day. Chill drinks, prepare snacks, count reusable cups and serving equipment, and order cash early enough for the bank or supplier’s lead time.

Frequently asked questions

How early should I apply for a village street fair permit?: Apply as soon as the date and route are decided, preferably several weeks before invitations go out. The permit may affect the traffic plan, access for residents and the equipment layout, so do not wait until stall registrations are complete.
When should I invite stallholders to a village street fair?: Invite them after the route and permit application are in place, usually at least 6 to 8 weeks before the fair. Set a registration deadline so you have time to confirm reservations and create the booth layout.
How do I organise the stalls for a village street fair?: Collect registrations first and then place stalls around access routes, power points and visitor flow. Publish the final map only after checking that tents, market stalls, tables and storage areas fit without blocking emergency access.
What should I prepare the day before a village street fair?: Check the forecast and shopping list, chill drinks, prepare snacks and assemble cash boxes the day before. Also confirm volunteers, dietary requirements, equipment reservations and any remaining resident or supplier arrangements.

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.