How to organise a volunteer fair that runs smoothly

A volunteer fair works best when organisations know exactly what to expect and visitors can move easily from one stand to the next. Start by fixing the date, programme and venue, then open registrations and contact participating organisations. The work becomes more detailed closer to the event: confirm exhibitors, collect dietary requirements, create the stand layout and prepare information for guests, speakers and volunteers. Leave the final week for checking equipment, badges, catering and arrival instructions rather than chasing basic decisions.

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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
Set the date and program
2 people
2
Reserve venue
3
Check permits
4
Reach out to participating organizations
3 people
5
Open the registration form
6
Send invitations
2 people
7
Publish promotional text
2 people
8
Distribute posters
3 people
9
Process registrations
2 people
10
Update participant list
11
Collect dietary requirements
12
Confirm exhibitors
2 people
13
Create the booth layout
2 people
14
Give the program to the host
15
Book catering
16
Determine the drinks and snacks stock
2 people
17
Inventory materials
2 people
18
Reserve tables and chairs
19
Reserve equipment
20
Recruit volunteers
2 people
21
Create volunteer schedule
2 people
22
Print contact list
23
Send route and parking information
24
Prepare name badges
2 people
25
Put together the exhibitor pack
2 people
26
Print floor plan
27
Do the shopping
3 people
28
Check materials
2 people
29
Make allergen labels
2 people
30
Chill drinks
2 people

Event

31
Open venue
2 people
32
Set up tables and chairs
6 people
33
Mark stalls
3 people
34
Set up the information desk
2 people
35
Set up catering table
3 people
36
Connect the technical equipment
2 people
37
Hang decorations
3 people
38
Set up signage
2 people
39
Welcome exhibitors
3 people
40
Guide vendors to their spots
4 people
41
Inform exhibitors
2 people
42
Staff the registration desk
2 people
43
Welcome visitors
3 people
44
Announce the program
45
Provide information about volunteering
3 people
46
Record visitor registrations
2 people
47
Serve coffee and tea
2 people
48
Refill snacks
2 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Support exhibitors
2 people
53
Take photos
54
Arrange volunteer breaks
55
Announce the final program item
56
Wave goodbye to visitors
3 people
57
Have exhibitors take down their stands
4 people
58
Clean up catering
3 people
59
Put tables and chairs back
6 people
60
Switch off the equipment
2 people
61
Lock up the venue
2 people

Aftercare

62
Collect waste
4 people
63
Clean the venue
4 people
64
Wash dishes
2 people
65
Store leftover stock
2 people
66
Sort materials
2 people
67
Return borrowed materials
2 people
68
Archive photos
69
Send thank-you message
2 people
70
Forward registrations
71
Collect expenses

What to bring

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

Furniture

Tablesqty 24
Chairsqty 90
Beer tablesqty 6
Information desk
Clothes racksqty 4
Tableclothsqty 24
High tablesqty 8

Equipment

Laptopsqty 3
Extension cordsqty 8
Power stripsqty 8
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Portable speakersqty 2
Microphone
Projector
Projection screen
Fansqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Standing lampsqty 4

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Flower arrangementsqty 8
Dressing Clothsqty 6
Adhesive stripsqty 4
Table décorqty 24

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 18
Serving tongsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 3
Bottle openersqty 4
Water jugsqty 8
Ice packsqty 16

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand broomsqty 4
Dustpan and brushqty 4

Office

Name badgesqty 120
Badge holdersqty 120
Ballpoint pensqty 40
Notepadsqty 30
Clipboardsqty 8
Markersqty 12
Tapeqty 8
Scissorsqty 6
Staplersqty 3
Paper stockqty 1000

Presentation

Presentation boardsqty 20
Flip chartsqty 3
Flipchart padsqty 6
Whiteboardsqty 3
Whiteboard markersqty 12
Chalkboardsqty 8
Chalkqty 4
Information boardsqty 12

Signage

Directional signsqty 12
Standsqty 12
Conesqty 12
Vestsqty 12

Groceries

Groceries

Tips

Set the date, programme and venue before promoting the fair. Check permit requirements at the same time, because a venue booking does not automatically cover permissions for signage, catering or public attendance.
Contact potential participating organisations early and give them a clear deadline to confirm. Once registrations open, update the attendee list regularly and send invitations and promotional copy only after the key event details are stable.
Create the stand layout before ordering or reserving furniture. Count tables, chairs, tablecloths, power strips and extension cords by stand, then mark which exhibitors need laptops, kettles, coffee machines or other powered equipment.
Prepare one information pack for exhibitors and volunteers. Include the programme, stand location, contact list, arrival and parking instructions, and any practical rules so the presenter and event team are working from the same information.
Treat catering and refreshments as a timed calculation, not a last-minute purchase. Confirm dietary requirements while processing registrations, decide the drinks and snacks stock in advance, and check cups, glasses, coolers and serving equipment before the event day.

Frequently asked questions

How far in advance should I organise a volunteer fair?: Start planning at least 8 to 12 weeks before the fair. Use the first 2 weeks to secure the date, programme and venue, then allow several weeks for exhibitor outreach, registrations and promotion.
When should I open registration for a volunteer fair?: Open registration once the venue, date, programme outline and access details are confirmed, usually 6 to 8 weeks before the event. Close or review registrations 7 to 10 days beforehand so you can finalise badges, dietary requirements and catering.
How do I plan the layout for a volunteer fair?: Make the stand layout after exhibitor confirmations, normally 2 to 3 weeks before the fair. Allow clear walking routes, place the information desk where it is visible on arrival, and assign each organisation a specific table and power connection if needed.
What should I prepare in the final week before a volunteer fair?: In the final 7 days, confirm exhibitors, catering, furniture, technology and volunteers. Print the contact list, prepare name badges and exhibitor packs, send route and parking information, and check every microphone, laptop, projector and extension cord.

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.