How to organise a volunteer fair from start to finish

A volunteer fair works best when visitors can quickly see which organisations are taking part and what kind of help they need. Start with the venue, date, permissions and budget before opening registrations or promoting the event. Then confirm exhibitors, collect accurate participant details and build a simple programme and floor plan. The final week is mostly about checking deliveries, printed materials, name badges, equipment and volunteer shifts so small gaps do not slow down the day.

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
Check permits
4
Check insurance
5
Prepare the budget
2 people
6
Create registration form
7
Open registrations
8
Draft invitations
2 people
9
Send invitations
2 people
10
Post social media messages
11
Distribute posters
3 people
12
Contact recruitment partners
2 people
13
Process registrations
2 people
14
Check participant details
2 people
15
Collect dietary requirements
16
Arrange exhibitor booths
2 people
17
Confirm exhibitors
2 people
18
Schedule volunteer shifts
2 people
19
Create the program
2 people
20
Create floor plan
21
Reserve deliveries
22
Reserve tables and chairs
23
Arrange waste collection
24
Order print materials
25
Prepare name badges
2 people
26
Prepare information packs
3 people
27
Print booth layout
28
Create volunteer instructions
2 people
29
Check the shopping list
2 people
30
Check stock
2 people
31
Do the shopping
3 people
32
Chill drinks
2 people
33
Prepare snacks
4 people
34
Prepare information table
2 people

Event

35
Open venue
2 people
36
Receive deliveries
2 people
37
Set up tables and chairs
6 people
38
Set up party tents
4 people
39
Welcome exhibitors
3 people
40
Direct exhibitors to their spot
3 people
41
Unload stand materials
4 people
42
Decorate the stands
8 people
43
Lay out name badges
2 people
44
Set up information table
2 people
45
Set up the catering table
3 people
46
Make coffee and tea
2 people
47
Display snacks
3 people
48
Test sound
2 people
49
Test the lighting
2 people
50
Check safety route
2 people
51
Brief volunteers
2 people
52
Staff visitor registration
2 people
53
Welcome visitors
3 people
54
Provide information
2 people
55
Support exhibitors
3 people
56
Announce the program
57
Serve coffee and tea
2 people
58
Serve snacks
2 people
59
Refill drinks
2 people
60
Empty trash bins
2 people
61
Check toilets
62
Guide photo moments
63
Arrange breaks for volunteers
2 people
64
Announce the final round
65
Wave goodbye to visitors
3 people
66
Check out exhibitors
3 people

Aftercare

67
Collect stand materials
5 people
68
Take down tables and chairs
6 people
69
Take down party tents
4 people
70
Wash dishes
3 people
71
Sort waste
3 people
72
Clean the venue
5 people
73
Empty the coolers
2 people
74
Collect lost and found items
2 people
75
Pack equipment
3 people
76
Lock up the venue
2 people
77
Return rental items
2 people
78
Store remaining supplies
2 people
79
Thank exhibitors
80
Thank volunteers
2 people
81
Share photos
82
Send thank-you message

What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 120
Party tentsqty 4
Beer tablesqty 6
High tablesqty 8
Clothes racksqty 4
Bollardsqty 12
Transport cartsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 120
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Serving tongsqty 12

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Drink dispensersqty 4
Thermos bottlesqty 6
Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Apronsqty 8
Groceries

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Projector
Mobile phoneqty 2
Charging stationsqty 2

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 8
Balloonsqty 150
Tableclothsqty 30
Chalkboardsqty 12
Chalk markersqty 24
Plantsqty 12
Photo wallsqty 2
Directional signsqty 16
Program postersqty 20
Stand signsqty 30
Clipboardsqty 30
Name badge holdersqty 150
Name badge lanyardsqty 150
Markersqty 24
Pensqty 50

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Cooling platesqty 8
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomqty 4
Dustpan and brushqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Rubber glovesqty 12
Disinfectantqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 4
Toilet brushesqty 4

Sports equipment

Cable reelsqty 4
Umbrellasqty 8

Tips

Set the venue, opening hours and access times before contacting exhibitors. Allow at least 30 minutes before opening for booth setup, signage and microphone checks.
Open the participant form only after you know what information you need. Ask for contact details, dietary requirements and any practical details that affect booth placement or visitor support.
Confirm exhibitors twice: once after registration closes and again 3–5 days before the fair. Late cancellations affect the floor plan, printed materials and the number of tables and chairs needed.
Plan the floor layout around visitor flow, not just available space. Leave clear routes between booths and decide in advance where registration, refreshments, microphones and waste collection will go.
Assign volunteer shifts with named backups and hand each team a short arrival time and task list. Check cups, coffee equipment, thermos flasks, serving items, name badges and transport access before the first exhibitors arrive.

Frequently asked questions

How far in advance should you organise a volunteer fair?: Start planning at least 8–12 weeks before the fair. That gives you time to reserve the venue, check permits and insurance, recruit exhibitors, open registrations and order printed materials.
How do I recruit organisations for a volunteer fair?: Contact potential exhibitors 6–8 weeks ahead, then follow up after 7 days if they have not replied. Use direct invitations alongside social posts, posters and local recruitment partners so the event reaches organisations beyond your existing network.
When should exhibitor registrations close?: Close registrations about 2–3 weeks before the event. Use the final days to check participant details, confirm dietary requirements, assign booths and produce name badges without rushing.
How many volunteers are needed to run a volunteer fair?: For a small fair, schedule at least 1 person for registration, 1 for exhibitor support, 1 for refreshments and 1 floating coordinator per shift. Add a backup for each shift and allow 30–60 minutes before opening for setup.

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.