How to organise an annual fair from start to finish

An annual fair runs smoothly when the planning follows the order of the day itself: secure the date and site, confirm stallholders, design the layout, then organise people, equipment and visitor information. Start with permits and power before inviting participants, because both can limit what your fair can offer. In the final week, check stock, chilled goods, payment points, signs and the printed floor plan. On the day, give volunteers clear areas and times rather than general instructions.

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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
Check permits
3
Work out market layout
2 people
4
Contact stallholders
2 people
5
Send invitations
2 people
6
Register sign-ups
7
Collect dietary requirements
8
Reserve stalls
9
Reserve power outlets
10
Arrange waste collection
11
Confirm booth layout
12
Send participant information
13
Print floor plan
14
Assign volunteers
2 people
15
Communicate route and parking
16
Create price lists
2 people
17
Design signs and boards
18
Check the inventory list
2 people
19
Do the shopping
3 people
20
Pick up chilled goods
2 people
21
Prepare cash registers
2 people
22
Prepare Change
23
Sort materials
3 people
24
Create table numbers
25
Make signs and wayfinding
2 people

Event

26
Clear the venue
4 people
27
Receive the stalls
3 people
28
Set up tents
6 people
29
Set up tables
4 people
30
Set out chairs
3 people
31
Connect power and cables
2 people
32
Hang lighting
3 people
33
Hang decorations
3 people
34
Mark stall locations
2 people
35
Welcome stallholders
2 people
36
Direct stallholders to their spots
3 people
37
Set up the sales booths
4 people
38
Prepare coffee and tea
3 people
39
Prepare snacks
4 people
40
Chill drinks
2 people
41
Set up payment points
2 people
42
Check toilets
2 people
43
Place waste stations
2 people
44
Announce the opening
45
Welcome visitors
3 people
46
Staff the information desk
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Support stallholders
2 people
51
Count out cash
2 people
52
Empty trash bins
2 people
53
Restock toilets
54
Keep tables clean
2 people
55
Check the lighting
56
Announce evening program
57
Announce the final round
58
See visitors out
3 people

Aftercare

59
Close out the registers
2 people
60
Let stallholders unload
3 people
61
Clear tables and chairs
4 people
62
Take down tents
6 people
63
Remove decorations
3 people
64
Collect waste
4 people
65
Clean the venue
4 people
66
Inventory materials
2 people
67
Wash dishes
3 people
68
Empty the coolers
2 people
69
Set out return materials
2 people
70
Return borrowed items
2 people
71
Deposit cash proceeds
2 people
72
Register lost and found items
73
Thank participants
74
Process final settlement

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 6
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Changing area
Crowd control barriersqty 12
Parasolsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Small bowlsqty 30
Thermos flasksqty 8
Drink pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Refrigeratorsqty 2
Payment terminalsqty 3
Cash registersqty 3
Extension cordsqty 6
Power stripsqty 10
Work lightsqty 4
Handheld megaphone

Lighting

String lightsqty 8
Battery lanternsqty 10

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 20
Table numbersqty 25
Price holdersqty 30
Directional signsqty 20
Information boardsqty 6
Chalkboardsqty 8

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Cooling platesqty 8
Insulated dispensersqty 4
Food warmersqty 4
Washing-up basinsqty 4

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 20
Mopsqty 6
Waste binsqty 12
Ashtraysqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries

Organization

Small change traysqty 6
Cash boxesqty 3
Wallet pouchesqty 6
Clipboardsqty 8
Pensqty 30
Markersqty 20
Notepadsqty 10
Notice boardsqty 4
Wristbandsqty 300
Name stickersqty 150
Cash boxesqty 2
Walkie-talkiesqty 8
Key setsqty 4
Table clampsqty 30
Cable tiesqty 200
Duct tapeqty 8
Cable tiesqty 4
Measuring tapesqty 3
Measuring tapeqty 2
Umbrellasqty 4
Rain barrelsqty 2

Tools

Hammerqty 3
Screwdriver setsqty 2
Pliersqty 4
Wrenchesqty 2
Tent pegsqty 60
Guy ropesqty 24
Work glovesqty 12
Step laddersqty 2

Tips

Confirm the date, location and permits before contacting stallholders. Once you know the usable space, mark stalls, seating, power outlets, waste points and routes on one working layout.
Set a firm registration deadline for stallholders and collect dietary requirements at the same time. Send participant information at least 7 days before the fair, including arrival times, parking, access and their assigned stall.
Plan power by equipment, not by stall count. Coffee machines, kettles, refrigerators, payment terminals and work lights may need separate outlets, extension cords or power strips; test the arrangement before opening.
Print the floor plan and prepare table numbers and wayfinding signs before event day. Put the signs up while the site is still quiet, so visitors can find stalls, changing areas, toilets and exits without asking volunteers.
Check food, serving items and payment equipment in the final 48 hours. Pick up chilled goods as late as practical, prepare change and cash registers, and test payment terminals before the first visitor arrives.

Frequently asked questions

How early should I start organising an annual fair?: Start at least 8 to 12 weeks ahead. Confirm the date, location and permits first, then allow time to contact stallholders, register sign-ups, reserve stalls and arrange power and waste collection.
When should I send annual fair invitations?: Send invitations 6 to 8 weeks before the fair, with a clear registration deadline. Send the final participant information at least 7 days before the event, once stall assignments and the route are confirmed.
How do I plan the layout for an annual fair?: Measure the usable area first and draw the layout 3 to 4 weeks ahead. Include every stall, tent, table, seating area, barrier, power outlet, waste point and visitor route, then print the final floor plan before setup day.
What should I check the day before an annual fair?: Use the final 24 hours to check inventory, signs, table numbers, cash registers, change, payment terminals, extension cords and lighting. Also confirm chilled goods, volunteer assignments, waste collection and the arrival instructions for stallholders.

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.