How to organise a volunteer fair from start to finish
A volunteer fair works best when visitors can quickly see which organisations need help and what each opportunity involves. Start by defining your participant profile, then set the date, programme and registration process before contacting exhibitors. Allow time to check registrations, dietary requirements, permits and presentation needs. The final week is for confirming booths, publishing travel information, preparing name badges and signage, and assigning people to welcome, technical and refreshment duties.
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
Define the participant profile
2 people
- 3
Write invitation text
- 4
Create a registration form
- 5
Send invitations
2 people
- 6
Approach local organizations
2 people
- 7
Process registrations
2 people
- 8
Check participant details
- 9
Collect dietary requirements
- 10
Arrange exhibitor booths
2 people
- 11
Confirm exhibitors
2 people
- 12
Plan presentations and workshops
2 people
- 13
Make reservations
- 14
Check permits
- 15
Create a market map
2 people
- 16
Recruit volunteers for tasks
2 people
- 17
Publish accessibility information
- 18
Publish the program
- 19
Prepare name badges
2 people
- 20
Print signage
- 21
Collect presentation materials
2 people
- 22
Check the catering list
2 people
- 23
Do the shopping
3 people
- 24
Chill drinks
2 people
- 25
Prepare the coffee and tea station
2 people
- 26
Sort materials
3 people
- 27
Remind exhibitors
Event
- 28
Open venue
2 people
- 29
Inspect the grounds
2 people
- 30
Set up tables and chairs
6 people
- 31
Build party tents
6 people
- 32
Mark stalls
2 people
- 33
Welcome exhibitors
3 people
- 34
Hand Out Booth Materials
3 people
- 35
Test the equipment
2 people
- 36
Build the catering buffet
4 people
- 37
Set up registration desk
2 people
- 38
Handle the opening
2 people
- 39
Register visitors
3 people
- 40
Inform visitors
3 people
- 41
Support exhibitors
2 people
- 42
Announce the program
- 43
Lead the workshops
3 people
- 44
Support presentations
2 people
- 45
Serve coffee and tea
3 people
- 46
Serve snacks
3 people
- 47
Refill drinks
2 people
- 48
Empty trash bins
2 people
- 49
Check toilets
- 50
Check stock
- 51
Announce the final round
- 52
See visitors out
3 people
- 53
Have exhibitors take down their stands
3 people
- 54
Collect materials
4 people
- 55
Lock up the venue
2 people
Aftercare
- 56
Collect waste
4 people
- 57
Clear tables and chairs
4 people
- 58
Take down tents
6 people
- 59
Wash dishes
3 people
- 60
Clean the venue
4 people
- 61
Dry and sort materials
3 people
- 62
Return borrowed items
2 people
- 63
Return rented items
2 people
- 64
Store leftover stock
2 people
- 65
Send thank-you message
- 66
Share photos with participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 24
- Foldable tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 4
- Bar stoolsqty 8
- Tableclothsqty 16
- Coat racksqty 2
Equipment
- Laptopsqty 2
- Tabletsqty 3
- Projector
- Projector screen
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 2
- Coolersqty 6
- Thermos flasksqty 6
- Coffee machinesqty 3
- Kettlesqty 2
- Payment terminalsqty 2
Tableware
- Coffee cupsqty 100
- Glassesqty 150
- Platesqty 150
- Cutlery setsqty 150
- Serving traysqty 12
- Pitchersqty 8
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 8
- Measuring cupsqty 2
- Storage boxesqty 12
Decorations
- Buntingqty 8
- Balloon archesqty 2
- Flower arrangementsqty 8
- Table décorqty 12
Lighting
- String lightsqty 8
- LED lampsqty 12
- Battery lanternsqty 8
Catering
- Coffee filtersqty 150
- Sugar bowlsqty 4
- Milk jugsqty 4
- Waste binsqty 8
- Cooling matsqty 8
Cleaning
- Bucketsqty 4
- Broom setsqty 3
- Mopsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
- Sanitizer pumpsqty 8
- Toilet brushesqty 4
- Glovesqty 12
Information
- Information boardsqty 12
- Chalkboardsqty 6
- Display standsqty 24
- Name card holdersqty 100
- Clipboardsqty 8
- Pensqty 30
- Notepadsqty 20
- Rolls of tapeqty 8
- Writing foldersqty 6
Groceries
- Coffee
- Decaf coffee
- Black tea
- Herbal tea
- Green tea
- Hot chocolate
- Semi-skimmed milk
- Oat milk
- Coffee Creamer
- Granulated sugar
- Sweeteners
- Cola
- Cola Zero
- Sinas
- Iced tea
- Spa Blauw
- Spa Red
- Apple juice
- Orange juice
- Lemons
- Fresh mint
- Apples
- Bananas
- Grapes
- Mandarins
- Cucumbers
- Cherry tomatoes
- Carrots
- Peppers
- Hummus
- Cream cheese
- Young cheese
- Goat cheese
- Back ham
- Chicken breast slices
- Whole wheat bread
- White rolls
- Whole wheat rolls
- Gluten-free rolls
- Unsalted butter
- Margarine
- Strawberry jam
- Peanut butter
- Chocolate sprinkles
- Mayonnaise
- Ketchup
- Mustard
- Paprika chips
- Plain chips
- Tortilla chips
- Salted peanuts
- Rice cakes
- Muesli bars
- Cookies
- Brownies
- Mini muffins
- Raisins
- Almonds
- Salt
- Pepper
- Olive oil
- Balsamic vinegar
- Garlic
- Basil
- Paper napkins
- Paper towels
- Toilet paper
- Trash bags
- Large trash bags
- Dish soap
- All-purpose cleaner
- Glass cleaner
- Disinfectant
- Hand soap
- Hand sanitizer
- Sponges
- Microfiber cloths
- Aluminum foil
- Cling film
- Parchment paper
Tips
- Set the programme before sending invitations. Leave clear blocks for exhibitor conversations, presentations and workshops, and ask each organisation for its final title, description and presentation materials at least 7 days beforehand.
- Use one registration form for visitors and exhibitors. Collect names, contact details, dietary requirements and accessibility needs, then review the list twice: once 7 days before the fair and again 24 hours before it starts.
- Design the floor plan around visitor flow rather than available furniture. Place market stalls and exhibitor booths where people can stop without blocking entrances, workshops or the coffee point, and mark every area on the printed map.
- Test every technical item before doors open. Check the projector, screen, microphones, speakers, laptops, extension cords, power strips and charging stations at least 60 minutes before the first presentation.
- Prepare refreshments for the busiest arrival period, not just the total headcount. Chill drinks in advance, set up coffee and tea before registration opens, and keep spare cups, glasses, plates and cutlery close to the service point.
Frequently asked questions
- How long does it take to organise a volunteer fair?
- Allow at least 6 weeks for a small or medium-sized fair. Use the first 2 weeks for the date, programme, participant profile and invitations; reserve the final 7 days for confirmations, permits, layout, materials and volunteer briefing.
- When should I invite organisations to a volunteer fair?
- Send the first invitations 4 to 6 weeks before the event. Ask organisations to confirm their booth, presentation needs and staffing no later than 14 days before the fair, so the floor plan and programme can be finalised.
- How many volunteers are needed to run a volunteer fair?
- Plan for at least 1 person at registration, 1 person coordinating exhibitors, 1 person handling technical issues and 1 person managing refreshments. Add 1 floor volunteer for every 50 expected visitors during the busiest hours.
- What should I check the day before a volunteer fair?
- Check the final registration list, dietary requirements, exhibitor confirmations, permits, programme, travel information and floor plan 24 hours beforehand. Also print name badges and signs, charge tablets and laptops, and confirm who has each event-day role.
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