How to organise an anniversary fair without last-minute problems

Start by fixing the date and location, then work outward from the site plan. An anniversary fair needs more than confirmed exhibitors: you also need permits, stall capacity, power, food information, volunteers and a weather fallback. Open registrations only after you know how many booths and tables the site can hold. In the final week, confirm exhibitors, check the forecast, chill drinks and brief the people running entrances, stalls and equipment.

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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 date and location
2 people
2
Apply for required permits
3
Create the fair map
2 people
4
Inventory stalls and booths
2 people
5
Open the participant list
6
Send invitations
2 people
7
Process registrations
8
Confirm exhibitors
9
Collect dietary requirements
10
Make reservations
11
Check power outlets
2 people
12
Prepare insurance documents
13
Create the program
2 people
14
Post promotion online
15
Inform local residents
2 people
16
Send exhibitor information
17
Check the weather forecast
18
Confirm backup weather plan
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare cash registers
2 people
22
Brief volunteers
2 people
23
Collect materials
3 people

Event

24
Cordon off the area
3 people
25
Set up tents
6 people
26
Set up stalls
6 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Connect power
2 people
30
Hang lighting
3 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Set up the information desk
2 people
34
Set up the cash registers
2 people
35
Set out tableware
2 people
36
Prepare snacks
4 people
37
Make coffee and tea
2 people
38
Welcome exhibitors
3 people
39
Direct exhibitors to their spot
3 people
40
Conduct a safety check
2 people
41
Hang up the program clearly
2 people
42
Staff the entrance and info desk
2 people
43
Staff the cash register
2 people
44
Serve snacks
3 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Refill coffee and tea
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Collect tableware
2 people
51
Wash dishes
2 people
52
Check stock
53
Check the lighting and sound
54
Announce final sales round
55
Close the cash registers
2 people
56
See visitors out
3 people
57
Check out exhibitors
2 people

Aftercare

58
Take down the stalls
6 people
59
Take down tents
6 people
60
Clear tables and chairs
4 people
61
Remove decorations
3 people
62
Turn off lights
2 people
63
Collect waste
4 people
64
Clean the grounds
4 people
65
Sort materials
3 people
66
Check leftover food
2 people
67
Clean coolers
2 people
68
Clean and store tableware
2 people
69
Return borrowed materials
2 people
70
Take out the trash
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 12
Beer tablesqty 6
Chairsqty 60
Bar stoolsqty 8
Dressing room racksqty 2
High tablesqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Hot drink urnsqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Cash registersqty 2
Portable speakersqty 2
Microphone
Tool casesqty 2
Hammerqty 2
Screwdriversqty 4
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Hand trucksqty 2
Cable matsqty 12
Rain barrelsqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 16
Flower arrangementsqty 8
Photo backdrop
Photo frame propsqty 6
Chalkboardsqty 10
Chalk markersqty 12
Notice boardsqty 4
Clothespinsqty 100
Barrier conesqty 20
Rolls of barrier tapeqty 6
Signage boardsqty 12
Program postersqty 10
Price tagsqty 200

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Bread knivesqty 3
Measuring cupsqty 2
Cooler packsqty 20
Storage boxesqty 12
Serving trays with lidsqty 10

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 10
Ashtraysqty 4

Catering

Groceries

Tips

Draw the fair map before inviting exhibitors. Mark party tents, market stalls, tables, seating, power outlets, the bar and walkways so you do not promise more booths than the area can fit.
Set registration and exhibitor deadlines at least 2 weeks before the fair. Use the final list to confirm dietary requirements, reservations, stall needs and the information each exhibitor must receive.
Check every power point against the equipment that will use it, including coffee machines, hot drink urns, portable speakers and lighting. Arrange extension cords and power strips before setup day rather than discovering missing connections on site.
Create the program before publishing the promotion. Allow time for setup and briefing, and send exhibitors their arrival time, stall position, power instructions and contact details at least 7 days in advance.
Treat the weather plan as a separate setup, not a vague backup. Check the forecast 3 days before the fair, confirm whether tents and indoor areas are usable, and tell residents and exhibitors about any change as soon as the decision is made.

Frequently asked questions

How far in advance should I organise an anniversary fair?: Start at least 8 to 12 weeks ahead. Use the first 2 weeks to confirm the date, location, permits and site capacity, then leave several weeks for registrations, promotion and exhibitor confirmations.
When should I open registrations for an anniversary fair?: Open registrations after the fair map and stall inventory are ready, usually 6 to 8 weeks before the event. Close them at least 2 weeks beforehand so you can assign booths and send final instructions.
How many drinks should I buy for an anniversary fair?: Plan for about 2 to 3 drinks per person during the first hour, then roughly 1 drink per person for each additional hour. Add water, coffee and tea separately, and chill the drinks no later than the day before.
When should I check the weather for an outdoor anniversary fair?: Make the first detailed check 3 days before the fair and a final check on the morning of the event. Confirm the backup plan before contacting exhibitors, volunteers and local residents about changes.

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.