How to organise an antique fair from first booking to opening

An antique fair runs smoothly when exhibitor arrangements, visitor information and the physical layout are planned in that order. Start by fixing the date, opening hours and venue, then recruit exhibitors and process registrations before assigning each booth. During the final week, confirm every participant, publish travel details and prepare signs, payment equipment and refreshments. On the day, allow enough time to open the venue, test power and payments, position tables and display equipment, and check that exhibitors can unload without blocking visitors.

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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
Publish the date and opening hours
2
Draft participant terms and conditions
2 people
3
Contact exhibitors
2 people
4
Send invitations
2 people
5
Process registrations
6
Confirm exhibitors
7
Collect dietary requirements
8
Create the booth layout
2 people
9
Print exhibitor list
10
Publish visitor information
11
Confirm venue booking
12
Arrange waste collection booking
13
Reserve coffee machine
14
Create price lists and forms
15
Make route and parking signs
16
Send final instructions to exhibitors
17
Check the weather forecast
18
Collect cash float
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Store groceries refrigerated
2 people
22
Collect materials
2 people
23
Test the cash register and payment equipment
2 people
24
Sort name tags
25
Open venue
2 people
26
Check floor and entrance
2 people
27
Unload tables and chairs
4 people
28
Welcome exhibitors
3 people
29
Set up tables
4 people
30
Set up chairs
2 people
31
Lay out tablecloths
3 people
32
Hang up stand numbers
2 people
33
Set up lighting
2 people
34
Secure power outlets
2 people
35
Place route signs
2 people
36
Set up registration desk
2 people
37
Set up coffee station
2 people
38
Chill drinks
2 people
39
Set out snacks
2 people
40
Set up the cash register
2 people
41
Conduct final safety check
2 people
42
Give exhibitor briefing
2 people

Event

43
Open the doors
3 people
44
Register visitors
3 people
45
Hand out the program and map
2 people
46
Support exhibitors
2 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Collect tableware and waste
2 people
51
Check toilets
52
Keep the coffee point clean
53
Close the register
2 people
54
See visitors out
2 people

Aftercare

55
Guide stallholders during unloading
3 people
56
Take down tables and chairs
4 people
57
Remove decorations and signage
2 people
58
Collect and sort waste
3 people
59
Wash dishes
2 people
60
Clean the venue
3 people
61
Clean coolers and equipment
2 people
62
Collect lost property
63
Inventory materials
2 people
64
Return rental items
2 people
65
Store leftover stock
66
Call exhibitors about their belongings
67
Register lost and found items
68
Archive invoices and receipts
69
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 45
Registration desk
Coffee tablesqty 3
Clothes racksqty 6
Display casesqty 4
High stoolsqty 6
Tableclothsqty 35
Plexiglass table risersqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Laptopsqty 2
Printer
Handheld microphone
Flashlightsqty 6
Extension cordsqty 10
Power stripsqty 10
Cable matsqty 12
Gaffer tapeqty 6
Cable reelsqty 4
Cash register
Cash box
Coupon bookletsqty 4
Calculatorsqty 3
Walkie-talkiesqty 6

Lighting

LED construction lightsqty 8
LED stringsqty 6
Spare batteriesqty 24

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving traysqty 8
Bowlsqty 12

Kitchen

Coffee thermosesqty 6
Water jugsqty 6
Serving tongsqty 8
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 20

Decorations

Stand number signsqty 30
Floor plansqty 120
Program flyersqty 150
Directional signsqty 12
Name badgesqty 50
Table signsqty 30
Price holdersqty 100
Clipboardsqty 8
Pensqty 30
A4 paperqty 2
Markersqty 12
Table runnersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Waste binsqty 8
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Cleaning clothsqty 20
Dish brushesqty 4
Rubber glovesqty 6
Toilet brushesqty 4
Warning signsqty 4

Catering

Groceries

Tips

Set the date, opening hours and venue before inviting exhibitors. Publish participant terms at the same time, so sellers know the registration requirements before they commit.
Close exhibitor registrations early enough to create the booth layout, print the exhibitor list and send final instructions. A final confirmation 3–5 days before opening catches cancellations and missing details.
Plan the floor by booth type rather than placing tables at random. Leave clear visitor routes, keep the registration desk visible, and check that display cases, clothes racks and coffee tables fit the allocated spaces.
Test every payment terminal, cash register and printer before doors open, and prepare the cash float in advance. Keep extension cords, power strips, cable mats and gaffer tape ready so cables do not become trip hazards.
Buy refreshments and disposable serving items close to the event, then store groceries refrigerated where needed. Reserve coffee machines early and check the weather forecast before finalising parking signs, unloading instructions and visitor guidance.

Frequently asked questions

How far in advance should I organise an antique fair?: Start at least 8–12 weeks before the fair. That gives you time to confirm the venue, publish the date, recruit exhibitors, process registrations and create the booth layout.
When should antique fair exhibitor registrations close?: Close registrations at least 7 days before opening if you need a detailed floor plan and printed exhibitor list. Send final instructions and confirmations 3–5 days before the event.
How early should I arrive to set up an antique fair?: Allow at least 3–4 hours before visitor opening. Use that time to position furniture, check lighting and power, test payment equipment, set up refreshments and resolve exhibitor access problems.
How much coffee and tea should I prepare for an antique fair?: For a four-hour fair, plan around 2 hot drinks per expected visitor who will use the refreshment area, then add 10–15% extra. Check exhibitor dietary requirements and keep cups, glasses, plates and teaspoons ready before opening.

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.