How to organise a volunteer fair from start to finish

A volunteer fair works best when visitors can quickly see who is exhibiting, what each organisation offers and how to get involved. Start by confirming the venue, expected attendance and exhibitor needs before opening registration. Then build the floor plan, programme and volunteer rota around the space and timetable. The details most often missed are power access, dietary requirements, clear route signs and enough time to prepare the registration desk before doors open.

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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
Send invitations
2 people
2
Open the registration form
3
Process registrations
2 people
4
Confirm participants
2 people
5
Collect dietary requirements
6
Arrange exhibitor booths
2 people
7
Work out the floor plan
2 people
8
Make reservations
9
Order catering
10
Create the volunteer schedule
2 people
11
Inform exhibitors
2 people
12
Publish the program
13
Social media promotion
14
Distribute posters
3 people
15
Prepare name badges
2 people
16
Prepare information packs
2 people
17
Make route signs
2 people
18
Check power outlets
2 people
19
Gather tools
20
Sort materials
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Prepare registration table
2 people
25
Open venue
2 people
26
Set up tents
6 people
27
Set up tables
6 people
28
Set up chairs
4 people
29
Place booth numbers
2 people
30
Hang decorations
3 people
31
Place route signs
2 people
32
Test sound system
2 people
33
Set up coffee station
2 people
34
Set out snacks
3 people
35
Set up information table
2 people

Event

36
Welcome exhibitors
3 people
37
Register exhibitors
2 people
38
Welcome visitors
3 people
39
Register visitors
3 people
40
Explain the program
2 people
41
Guide the exhibitors
2 people
42
Serve coffee
2 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Keep the coffee point clean
46
Empty trash bins
2 people
47
Check toilets
48
Take photo moments
49
Answer visitor questions
2 people
50
Cover breaks
2 people
51
Evening round of booths
2 people
52
Make the closing announcement
53
See exhibitors off
3 people
54
Guide visitors to the exit
2 people

Aftercare

55
Collect unused catering
3 people
56
Clear tables and chairs
6 people
57
Take down tents
6 people
58
Remove decorations
3 people
59
Switch off equipment
2 people
60
Wash dishes
3 people
61
Collect waste
3 people
62
Clean the venue
4 people
63
Collect lost and found items
64
Check materials
2 people
65
Return materials
2 people
66
Empty coolers
67
Call Exhibitors Back
68
Archive photos
69
Send thank-you message
70
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 30
Beer tablesqty 6
Chairsqty 80
Registration desk
Stoolsqty 12
Waste binsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 120
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 6
Ice containersqty 4

Equipment

Portable sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Power banksqty 4
Laptopsqty 2
Tabletsqty 2
Printer
Label printer
Conesqty 12
Barrier tapeqty 4
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Measuring tapesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 30
Booth numbersqty 35
Welcome sign
Directional signsqty 12
Information boardsqty 8
Chalkboardsqty 10
Name badge holdersqty 50
Buntingqty 10
Tapeqty 8
Rope rollsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning clothsqty 20
Trash grabbersqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the fair. Use the final attendee list to prepare name badges, information packs and a realistic estimate for drinks and snacks.
Ask exhibitors about table space, power and arrival times when they register. Confirm the final booth layout at least 3 days beforehand, rather than trying to solve placement problems on the morning.
Plan the floor layout around visitor flow: keep the registration desk near the entrance, leave clear walking routes and place waste bins where food and drinks are served. Check every power outlet before equipment is unpacked.
Create the volunteer rota in time for people to confirm their shifts. Cover registration, exhibitor support, refreshments and closing tasks separately so one person is not expected to manage several areas at once.
Allow at least 60 minutes for setup before opening. Use this time to put out badges and information packs, test the microphone and sound system, check extension cords and cable trays, and chill drinks.

Frequently asked questions

How far in advance should you organise a volunteer fair?: Start planning 8 to 12 weeks before the event, especially if you need many exhibitors or a larger venue. Open registration once the venue, date and basic programme are confirmed, ideally 4 to 6 weeks in advance.
How many volunteers are needed to run a volunteer fair?: For a small fair, plan for at least 4 event-day roles: registration, exhibitor support, refreshments and general coordination. Add one extra person for every 50 to 75 expected visitors so breaks and busy periods are covered.
When should exhibitors receive the floor plan?: Send a provisional layout 2 to 3 weeks before the fair and confirm it no later than 3 days before opening. Include arrival instructions, booth location, available power and the time exhibitors can enter the venue.
How much food and drink should I prepare for a volunteer fair?: For a two-hour fair, allow roughly 2 drinks per person and 2 to 3 snack portions per person, with extra water and coffee available. Finalise dietary requirements at least 7 days before shopping and catering are arranged.

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.