How to organise an annual fair without last-minute problems

An annual fair needs more than stalls and a date. Start by securing the venue, checking permits and insurance, then build the site layout before you invite stallholders. Your floor plan should show sales locations, power outlets, waste points and a clear safety route. After registrations close, confirm every stand, collect dietary requirements and send practical parking and arrival information. This order prevents the most common delays: missing equipment, unclear stall assignments and power or access problems on the day.

Organize this event for free with Lizzt

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 a permit
3
Check insurance
4
Contact suppliers
2 people
5
Draw the market layout
2 people
6
Determine sales locations
2 people
7
Map out power outlets
2 people
8
Determine waste points
2 people
9
Map out the safety route
2 people
10
Reserve stalls
11
Reserve party tents
12
Reserve sound and lighting
13
Send invitations
2 people
14
Open the registration form
15
Contact exhibitors
2 people
16
Process registrations
2 people
17
Collect dietary requirements
18
Arrange exhibitor booths
2 people
19
Send confirmation
2 people
20
Prepare parking information
21
Create floor plan
22
Compile program
2 people
23
Update social media
24
Have street signs printed
25
Print exhibitor list
26
Check stock
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Check market stalls
2 people
30
Check the weather forecast
31
Welcome the setup crew
2 people
32
Cordon off the area
4 people
33
Set up the market stalls
6 people
34
Build party tents
6 people
35
Set up tables and chairs
4 people
36
Connect power
3 people
37
Hang lighting
3 people
38
Hang decorations
3 people
39
Put up signs and arrows
3 people
40
Place waste bins
2 people
41
Set up the sales counter
3 people
42
Prepare snacks
4 people
43
Set out coffee and tea
2 people
44
Lay out crockery and cutlery
2 people
45
Stock the refrigerators
3 people
46
Hang up price lists
2 people
47
Welcome exhibitors
3 people
48
Assign stand locations
3 people
49
Conduct final safety check
2 people

Event

50
Welcome visitors
3 people
51
Staff the information desk
2 people
52
Staff the sales counter
3 people
53
Serve snacks
4 people
54
Serve drinks
3 people
55
Refill drinks
2 people
56
Refill coffee and tea
2 people
57
Empty trash bins
2 people
58
Keep tables clean
2 people
59
Wash dishes
2 people
60
Support exhibitors
2 people
61
Conduct a safety inspection
2 people
62
Announce the program
63
Turn on lighting
2 people
64
Announce final sales round
65
See visitors out
3 people

Aftercare

66
Close sales desk
3 people
67
Have exhibitors take down their stands
4 people
68
Switch off lights and power
2 people
69
Collect waste
4 people
70
Clean the grounds
4 people
71
Clear tables and chairs
4 people
72
Take down the stalls
6 people
73
Take down party tents
6 people
74
Remove decorations
3 people
75
Sort materials
3 people
76
Clean dishes and equipment
3 people
77
Count inventory
2 people
78
Return borrowed items
2 people
79
Dispose of waste
2 people
80
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 30
Party tentsqty 6
Tablesqty 20
Folding chairsqty 80
Beer tablesqty 8
Stoolsqty 12
Clothes racksqty 10
High tablesqty 8

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Payment terminalsqty 3
Cash boxesqty 3
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Gas fire extinguishersqty 4

Lighting

String lightsqty 10
LED work lightsqty 6
Lanternsqty 10

Decorations

Buntingqty 12
Flagsqty 30
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 20
Decorative plantsqty 12

Catering

Platesqty 250
Bowlsqty 100
Coffee cupsqty 150
Glassesqty 300
Mugsqty 100
Cutlery setsqty 250
Serving plattersqty 20
Serving tongsqty 12
Pouring jugsqty 8
Thermos flasksqty 8
Cool bowlsqty 6
Cash traysqty 6
Menusqty 20
Napkin holdersqty 12
Groceries

Cleaning

Waste binsqty 18
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 6
Sanitizer pumpsqty 8
Toilet brushesqty 4

Safety

Crowd barriersqty 20
Traffic conesqty 20
Barrier tapeqty 6
First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6

Information

Information boardsqty 10
Directional signsqty 20
Exhibitor badgesqty 40
Wristbandsqty 400
Clipboardsqty 6
Pensqty 30

Tools

Hammerqty 4
Screwdriver setsqty 3
Wrenchesqty 3
Cable tiesqty 300
Duct tapeqty 8
Work glovesqty 12
Ropeqty 4

Tips

Draw the market layout before booking equipment. Mark every stall, tent, table, chair, sales point, power outlet, waste point and emergency route, then check that cables can be covered with cable mats.
Set a firm stallholder registration deadline at least 3 weeks before the fair. Use the final list to assign locations, confirm requirements and print the standholder list instead of making changes during setup.
Apply for any required permit and review insurance at least 8 weeks before the event. Requirements can affect the layout, food service, sound equipment, fire safety and access arrangements.
Plan power by location, not just by total equipment. List refrigerators, coffee makers, kettles, payment terminals, speakers and lighting for each area, then reserve enough extension reels and power strips before suppliers arrive.
Send the final practical information 7 days before the fair. Include arrival times, parking, stall locations, payment arrangements, dietary information and what each standholder must bring; keep a printed copy for the team.

Frequently asked questions

How far in advance should I organise an annual fair?: Start at least 8 to 12 weeks before the fair. Secure the date and location first, then handle permits, insurance, suppliers and stallholder registrations before finalising the layout.
When should I apply for a permit for an annual fair?: Check the permit requirements as soon as the location is chosen, ideally 8 weeks before the event. Some applications need site plans showing safety routes, stalls, power and public access.
When should stallholder registration close?: Close registrations around 3 weeks before the fair. That gives you time to process applications, collect dietary or equipment needs, assign locations and send confirmations.
What should I send stallholders before the fair?: Send final instructions 7 days beforehand. Include the arrival time, parking information, stand location, access route, payment details and any equipment or table requirements.

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.