How to organise an annual fair

Organising an annual fair starts well before you book stalls or print flyers. Set the date and route first, then work through permits, insurance, road closures, toilets, waste collection and vendor agreements in that order. Once registrations are in, assign pitches and draw the floor plan before promoting parking and publishing the vendor list. Leave time for power checks, weather planning, shopping, signage and setting up the register with change.

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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
Record date and route
2 people
2
Apply for a permit
3
Check insurance
4
Apply for road closure
5
Reserve toilet facilities
6
Arrange waste collection
7
Reserve stalls and tents
8
Invite vendors
2 people
9
Process registrations
2 people
10
Send vendor terms
11
Collect dietary requirements
12
Assign pitch locations
2 people
13
Create floor plan
2 people
14
Print vendor list
15
Design signage
16
Post promotion online
17
Distribute flyers
3 people
18
Publish parking information
19
Confirm vendors
2 people
20
Assess power requirements
21
Check the weather forecast
22
Do the shopping
3 people
23
Check materials
3 people
24
Prepare stand numbers
2 people
25
Set up the register and change
2 people
26
Chill food and drinks
2 people
27
Print staff schedule
28
Communicate the weather plan
29
Inspect the site
3 people
30
Set up traffic barriers
4 people
31
Unload booths
6 people
32
Build party tents
6 people
33
Set up tables and chairs
6 people
34
Hang up stand numbers
2 people
35
Lay power cables
3 people
36
Hang lighting
3 people
37
Hang decorations
3 people
38
Receive vendors
3 people
39
Direct vendors to booths
3 people
40
Set up coffee station
2 people
41
Prepare the food stall
3 people
42
Place waste bins
2 people
43
Check toilets
2 people
44
Prepare first aid supplies
2 people
45
Set up signage
2 people
46
Secure cash
2 people

Event

47
Announce the opening
48
Welcome visitors
4 people
49
Serve coffee and tea
3 people
50
Serving food
4 people
51
Refill drinks
3 people
52
Check coolers
2 people
53
Empty trash bins
3 people
54
Restock toilets
2 people
55
Keep walkways clear
2 people
56
Support vendors
2 people
57
Register lost and found items
58
Answer visitor questions
2 people
59
Check lighting level
60
Announce final sales round
61
See visitors out
3 people

Aftercare

62
Have vendors pack up
4 people
63
Store food safely
2 people
64
Close the register
2 people
65
Turn off lights
2 people
66
Remove power cables
3 people
67
Take down tents
6 people
68
Gather tables and chairs
5 people
69
Collect waste
5 people
70
Clean the grounds
4 people
71
Remove traffic barriers
4 people
72
Return materials
3 people
73
Return booths
3 people
74
Clean coolers
2 people
75
Wash dishes
3 people
76
Store the decorations
2 people
77
Handle lost and found
78
Have waste collected
79
Check supplier invoices
80
Refund vendor deposit
81
Archive permit documents

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Foldable tablesqty 24
Folding chairsqty 40
Checkout tablesqty 3
High tablesqty 8
Clothes racksqty 8
Storage cratesqty 20
Transport cartsqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitcherqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Battery lampsqty 12
Power banksqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Food warmersqty 4
Aluminum traysqty 30

Catering

Drink dispensersqty 4
Menu boardsqty 8
Price listsqty 12
Cash traysqty 3
Card machinesqty 3
Groceries

Decorations

Buntingqty 12
Flagsqty 30
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 24
Chalkboardsqty 12

Lighting

String lightsqty 10
Battery lanternsqty 12

Cleaning

Waste binsqty 20
Broomqty 6
Dustpan and brushqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 8
Paper towel dispensersqty 6

Safety

Traffic barriersqty 30
Barrier tapeqty 6
Cable matsqty 12
First aid kitsqty 2
Flashlightsqty 6
Vestsqty 12

Communication

Walkie-talkiesqty 8
Name badgesqty 30
Pensqty 20
Clipboardsqty 6
Floor plansqty 30
Booth numbersqty 20
Signage boardsqty 12

Tools

Hammerqty 3
Screwdriversqty 3
Cable tiesqty 200
Duct tapeqty 8
Measuring tapesqty 3

Tips

Start with the date and route, then check permit, insurance and road-closure requirements immediately. Allow at least 8–12 weeks for approvals so a delayed application does not affect vendor bookings.
Book toilets, waste collection, market stalls and party tents before inviting vendors. Confirm quantities and delivery times in writing; these are difficult to replace during the final week.
Close vendor registrations before assigning pitches. Use the final list to create the floor plan, mark stand numbers and print copies for the welcome desk and setup team.
Assess every vendor’s power needs before the fair. Count coffee machines, kettles and other equipment, then plan extension cords, power strips, battery lamps and power banks without creating cable routes across walkways.
Finish shopping and materials checks 2–3 days before opening. Pack reusable cups, plates, cutlery, serving equipment, thermos flasks, food warmers and register change by area so setup is faster on the day.

Frequently asked questions

How far in advance should I organise an annual fair?: Start at least 8–12 weeks before the fair. Use the first two weeks for the date, route, permits, insurance and road-closure application, then book facilities and vendors before promotion begins.
When should vendors register for an annual fair?: Set a registration deadline around 4 weeks before the event. You need the final vendor list to assign pitches, complete the floor plan, send terms and print accurate signage and vendor information.
How many toilets do I need for an annual fair?: The required number depends on attendance, event length and local rules, so confirm it with the relevant authority when you apply. Reserve the facilities at least 4 weeks ahead and include accessible provision in the booking.
When should I check the weather for an annual fair?: Check the forecast 7 days before the fair, then again 48 and 24 hours before opening. Use those checks to confirm tents, weather protection, battery lighting, vendor communication and any changes to the site setup.

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.