How to organise a vintage fair without last-minute chaos

A vintage fair works best when stallholder coordination comes before decoration. Start by publishing the opening hours and registration form, then use confirmed registrations to assign pitches and draw the floor plan. In the final week, focus on participant information, signs, payment equipment and deliveries. On the day, keep each stall’s materials together, check the payment setup before doors open and make the coffee station ready 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
Publish opening hours
2
Create registration form
3
Send invitations
2 people
4
Process registrations
2 people
5
Assign pitch locations
2 people
6
Send participant information
7
Collect booth preferences
8
Create floor plan
2 people
9
Reserve tables and chairs
10
Check payment method
11
Schedule volunteers
12
Publish directions
13
Publish visitor information
14
Check participant list
2 people
15
Send final reminder
16
Number stand signs
2 people
17
Prepare signage
2 people
18
Prepare visitor badges
19
Check deliveries
2 people
20
Do the shopping
2 people
21
Get cash float
22
Prepare the coffee and tea station
2 people
23
Bundle materials per stand
3 people
24
Charge payment equipment
25
Prepare the cash register
2 people
26
Brief volunteers

Event

27
Open venue
2 people
28
Receive deliveries
3 people
29
Set up tables
4 people
30
Set up clothing racks
3 people
31
Set up chairs
3 people
32
Connect lighting
2 people
33
Place booth numbers
2 people
34
Hang up signage
2 people
35
Hang up decorations
3 people
36
Set up the information booth
2 people
37
Set up catering
3 people
38
Test the cash register
2 people
39
Check in participants
3 people
40
Guide participants to booths
3 people
41
Check stands
2 people
42
Welcome visitors
3 people
43
Collect entrance fees
2 people
44
Guide visitor flow
2 people
45
Serve coffee and tea
2 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Support participants
2 people
51
Register lost and found items
52
Announce the last visitors
53
Guide visitors to the exit
2 people
54
Check out participants
2 people

Aftercare

55
Dismantle stands
4 people
56
Clear tables and chairs
4 people
57
Take down clothing racks
3 people
58
Remove decorations
2 people
59
Pack leftover catering
2 people
60
Sort waste
2 people
61
Clean the venue
4 people
62
Clean the restrooms
2 people
63
Wash dishes
2 people
64
Close the register
2 people
65
Check payment details
66
Return borrowed materials
2 people
67
Handle lost and found
68
Thank participants
69
Publish visitor thank-you note

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Clothes racksqty 12
Display cubesqty 20
Full-length mirrorsqty 4
Coat racksqty 2
Tableclothsqty 24

Equipment

Cash register
Payment terminalqty 2
Tablet
Printer
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Handcartqty 2
Glue gun

Tableware

Reusable cupsqty 120
Coffee mugsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Serving tongsqty 6

Decorations

Table signsqty 30
Direction signsqty 12
Postersqty 20
Price labelsqty 500
Name badgesqty 50
Lanyardsqty 30
Clipboardsqty 4
Flyersqty 500
Clothespinsqty 100
Barrier tapeqty 2

Lighting

LED work lightsqty 12
Desk lampsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand sanitizer stationsqty 4
Storage cratesqty 12

Catering

Groceries

Tips

Set registration deadlines early enough to process applications, collect stall preferences and assign pitches before sending participant information. A floor plan is much easier to finalise when you know which sellers need tables, racks or extra display space.
Plan the visitor route as well as the stall layout. Number stand signs, prepare direction signs and publish directions and opening hours several days before the fair so visitors do not have to search for basic details on the day.
Test every payment option before opening. Charge the payment terminal, prepare the cash register and get the cash float ready; a working tablet or printer does not help if the connection or payment method has not been checked.
Bundle materials per stand instead of distributing them from a central pile. Keep table signs, price labels, name badges and any requested equipment together so volunteers can place them quickly when sellers arrive.
Treat refreshments as a separate setup. Prepare the coffee and tea station with reusable cups or mugs, serving equipment and a cooler where needed, and schedule volunteers in shifts so the station and entrance are covered throughout the fair.

Frequently asked questions

How far in advance should I open registration for a vintage fair?: Open registration at least 4 to 6 weeks before the fair. Close it early enough to process applications, collect booth preferences and send confirmed participants their pitch and arrival information.
When should I create the vintage fair floor plan?: Create the first floor plan as soon as registrations close, then revise it within 1 week after checking table, clothing rack and power requirements. Send the final version with the participant information.
How much cash should I prepare for a vintage fair?: Prepare a cash float based on the number of sellers using cash, rather than on total visitor numbers. Confirm the payment method at least 3 days beforehand and separate small denominations so change can be given quickly.
When should I send the final reminder to vintage fair participants?: Send the final reminder 2 to 3 days before the fair. Include arrival time, pitch number, loading instructions, directions, payment details and anything participants need to bring themselves.

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.