How to organise an anniversary fair

An anniversary fair works best when you treat it as a small public event, not just a party with stalls. Start with the date, programme and site layout, then confirm exhibitors and registrations before ordering food or printing materials. Build in time for dietary information, permits, music rights and payment arrangements. On the day, visitors should be able to find the stalls, programme, toilets and exits without asking a volunteer every few minutes.

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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
Divide up the venue and grounds
3 people
3
Work out stall layout
2 people
4
Design invitations
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Contact exhibitors
2 people
9
Confirm exhibitors
2 people
10
Make reservations
11
Check permits
12
Check music rights
13
Check the weather forecast
14
Print the map
15
Print program
16
Make name badges
2 people
17
Prepare route signs
2 people
18
Arrange the cash register and change
2 people
19
Set up payment requests
20
Check first aid supplies
21
Gather tools
2 people
22
Do the shopping
3 people
23
Check groceries
2 people
24
Prepare snacks
4 people
25
Fill coolers
2 people
26
Sort decorations
2 people
27
Set up tables and chairs
4 people
28
Build party tents
4 people
29
Set up the stalls
4 people
30
Clear the stage area
2 people
31
Check power outlets
2 people
32
Hang lighting
3 people
33
Connect sound equipment
2 people
34
Test microphone
2 people
35
Hang decorations
3 people
36
Place information signs
2 people
37
Set up buffet
3 people
38
Chill drinks
2 people
39
Set out tableware
2 people
40
Display snacks
3 people
41
Set up the cash register
2 people
42
Set up the reception desk
2 people

Event

43
Welcome exhibitors
3 people
44
Welcome visitors
3 people
45
Check off registrations
2 people
46
Explain the program
47
Give the opening speech
2 people
48
Supervise activities
4 people
49
Replenish booth stock
2 people
50
Serve snacks
3 people
51
Serve coffee and tea
2 people
52
Refill drinks
2 people
53
Keep the buffet tidy
2 people
54
Empty trash bins
2 people
55
Guide the photo moment
2 people
56
Handle prize ceremony
2 people
57
Run the music program
58
Check candles and lighting
59
Announce the final round
60
Wave goodbye to visitors
3 people

Aftercare

61
Close the register
2 people
62
Collect lost and found items
2 people
63
Pack leftovers safely
3 people
64
Switch off equipment
2 people
65
Remove decorations
3 people
66
Take down party tents
4 people
67
Clear tables and chairs
4 people
68
Take down the stalls
4 people
69
Wash dishes
3 people
70
Empty coolers
2 people
71
Sort waste
3 people
72
Clean the grounds
4 people
73
Clean the restrooms
2 people
74
Inventory materials
2 people
75
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 10
Foldable tablesqty 12
High tablesqty 6
Chairsqty 80
Beer table setsqty 6
Buffet tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Bollardsqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 40
Reusable glassesqty 120
Wine glassesqty 40
Coffee cupsqty 60
Tea glassesqty 40
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Serving utensilsqty 12

Decorations

Balloonsqty 200
Balloon archesqty 2
Buntingqty 12
Tableclothsqty 16
Buntingqty 8
Flower arrangementsqty 8
Photo backdrop
Photo frame accessories
Number garland
Table decorationsqty 12

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Speaker standsqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Paper towel holdersqty 4
Food warmersqty 4
Ice cube traysqty 4
Serving tongsqty 12
Bottle openersqty 4
Corkscrewsqty 3
Cutting board matsqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broom setsqty 3
Mop setsqty 3
Bucketsqty 6
Cleaning glovesqty 8
Trash grabbersqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6
Extendable light standsqty 2

Catering

Groceries

Tips

Set the date and programme first, then divide the venue into clear zones for market stalls, seating, food, refreshments and circulation. Leave access routes wide enough for deliveries and emergency movement.
Confirm exhibitors before finalising the stall layout. Ask for each exhibitor’s footprint, power needs and arrival time, then print a map and programme only after those details are fixed.
Close registrations with a firm deadline, ideally 7 to 10 days before the fair. Use the final list to collect dietary requirements, prepare name badges and estimate seating, crockery and refreshments.
Plan payments at least one week ahead. Arrange the cash register and change, set up payment requests, and display clear instructions so visitors know whether stalls accept cash, digital payments or both.
Do the weather check 48 hours before opening and again on the morning itself. This is when you confirm party tents, route signs, tables, coolers and any changes needed for an outdoor layout.

Frequently asked questions

How far in advance should I organise an anniversary fair?: Start about 8 to 12 weeks before the event. Use the first two weeks to set the date, programme, venue layout and exhibitor list, leaving the final 7 days for printing, shopping and confirmations.
When should anniversary fair invitations be sent?: Send invitations 4 to 6 weeks before the fair, with a registration deadline 7 to 10 days before the event. That gives you time to process replies and collect dietary requirements before buying food.
How many stalls do I need for an anniversary fair?: Base the number on the confirmed exhibitors rather than the size of the venue. Allow roughly 2 to 3 metres of frontage per stall, plus a clear aisle and space for tables, chairs or clothing racks where required.
What should I check the day before an anniversary fair?: Check the weather, permits, music rights, exhibitor arrivals, payment setup and printed materials the day before. Also verify that tables, chairs, tents, reusable tableware, first-aid supplies and route signs are ready for loading.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.