How to organise a volunteer fair from start to finish

Start by fixing the room, date and format before contacting exhibitors. A volunteer fair works best when visitors can quickly compare organisations, ask questions and sign up, so the layout and registration process need to be decided early. Allow several weeks to recruit local organisations, process registrations and collect dietary requirements. In the final week, confirm every exhibitor, print the floor plan and prepare the volunteer schedule. On the day, build in time to check power, tables, name badges, drinks and signage before opening the venue.

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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
Confirm room booking
2
Define the market format
2 people
3
Publish registration form
4
Send invitations
2 people
5
Approach local organizations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm exhibitors
2 people
9
Create the booth layout
2 people
10
Create the volunteer schedule
2 people
11
Calculate catering quantities
12
Reserve tables and chairs
13
Prepare print materials
14
Print flyers and the floor plan
2 people
15
Prepare signage
2 people
16
Send exhibitor information
17
Follow up on registrations
2 people
18
Do the shopping
2 people
19
Collect materials
3 people
20
Lay out name badges
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Open venue
2 people
24
Check the venue
2 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Welcome exhibitors
3 people
28
Hang up stand numbers
2 people
29
Set up information table
2 people
30
Set up the catering table
3 people
31
Set out coffee and tea
2 people
32
Hang decorations
2 people
33
Set up signage
2 people
34
Test sound system
2 people
35
Brief volunteers
2 people

Event

36
Welcome visitors
3 people
37
Register visitors
2 people
38
Support exhibitors
2 people
39
Provide information about volunteering
2 people
40
Serve coffee and tea
2 people
41
Serve snacks
2 people
42
Refill drinks
2 people
43
Keep the catering table clean
44
Empty trash bins
2 people
45
Check stock
46
Inform last visitors
2 people
47
Check out exhibitors
2 people

Aftercare

48
Switch off equipment
2 people
49
Take down tables and chairs
4 people
50
Wash dishes
3 people
51
Collect waste
3 people
52
Clean the venue
4 people
53
Remove decorations
2 people
54
Return materials
3 people
55
Return borrowed items
2 people
56
Store remaining catering
2 people
57
Archive registration details
58
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 80
Desksqty 2
Clothes racksqty 4
High tablesqty 4
Tableclothsqty 14

Equipment

Laptopsqty 2
Tabletsqty 2
Mobile card terminalsqty 2
Bluetooth speaker
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Name card holdersqty 40
Directional signsqty 12
Information boardsqty 8
Markersqty 12
Tapeqty 6
Scissorsqty 4

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Define the market format before publishing the registration form. Decide how many exhibitor spaces the room can hold, whether organisations need tables or desks, and how visitors will move between them.
Approach local organisations early and send confirmed exhibitors practical information at least 7 days before the fair. Include arrival time, booth dimensions, the floor plan, power arrangements and what they need to bring.
Process registrations continuously rather than waiting until the deadline. Follow up with people who have not completed their details, and collect dietary requirements no later than 5 days before the event so catering quantities can be calculated accurately.
Create the booth layout before reserving furniture and printing the floor plan. Leave clear routes between tables, place high tables or seating where conversations can happen, and check that extension cords and power strips will reach laptops, tablets and card terminals safely.
Treat the final 24 hours as a setup checklist, not a shopping period. Chill drinks, prepare snacks, lay out name badges and signage, charge devices and confirm the volunteer schedule before the venue opens; last-minute printing and missing cables are common delays.

Frequently asked questions

How far in advance should you organise a volunteer fair?: Start planning at least 6 to 8 weeks ahead. Use the first 2 weeks to confirm the room and format, then allow several weeks to invite organisations, process registrations and finalise the layout.
How many exhibitors should a volunteer fair have?: Set the number from the room capacity and booth layout rather than choosing a fixed target. Leave clear walking routes and enough space for conversations; confirm the final exhibitor list at least 7 days before the fair.
When should I send exhibitor information for a volunteer fair?: Send it as soon as an organisation is confirmed, with a final version at least 7 days before the event. Include arrival instructions, booth space, the floor plan, equipment and the contact person on the day.
How much food and drink do I need for a volunteer fair?: Calculate quantities after registration closes and dietary requirements are collected, ideally 5 days before the event. For a short fair, plan around 2 to 3 drinks per visitor for the first hour, plus snacks, coffee and tea based on the confirmed attendance.

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.