How to organise an antiques fair from start to finish
An antiques fair works best when exhibitor administration is finished before you turn to the public-facing details. Start by confirming the date and venue, then recruit exhibitors, process registrations and map every booth before sending final instructions. Visitor invitations, online announcements, directions and parking information should follow once the layout is stable. In the final week, check catering, printed materials, equipment, volunteers and payments so setup day is spent opening the venue rather than solving preventable gaps.
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
Contact exhibitors
2 people
- 3
Send registration form
- 4
Process registrations
- 5
Confirm exhibitors
- 6
Register stall fees
- 7
Create a floor plan of the booths
2 people
- 8
Assign stand numbers
- 9
Inform exhibitors
- 10
Create visitor invitations
- 11
Send invitations
2 people
- 12
Announce the fair online
- 13
Publish directions
- 14
Publish parking information
- 15
Schedule volunteers
- 16
Assign duties
2 people
- 17
Collect dietary requirements
- 18
Check the shopping list
- 19
Purchase catering
2 people
- 20
Have printed materials made
- 21
Get cash float
- 22
Collect materials
2 people
- 23
Pick up rental items
2 people
- 24
Chill drinks
2 people
- 25
Open venue
2 people
- 26
Arrange keys and access
- 27
Check emergency exits
2 people
- 28
Check power outlets
2 people
- 29
Block off the entrance
2 people
- 30
Set up tables and chairs
4 people
- 31
Mark out exhibit spaces
3 people
- 32
Place booth numbers
2 people
- 33
Set up the entrance desk
2 people
- 34
Set up catering table
2 people
- 35
Set up coffee station
2 people
- 36
Hang lighting
2 people
- 37
Hang up decorations
2 people
- 38
Set up signage
2 people
- 39
Check toilets
- 40
Place waste stations
2 people
- 41
Test the cash register and card terminal
2 people
- 42
Set up the registration table
Event
- 43
Welcome exhibitors
3 people
- 44
Direct exhibitors to their spots
3 people
- 45
Support stand setup
3 people
- 46
Check the final stands
2 people
- 47
Staff the entrance
2 people
- 48
Welcome visitors
2 people
- 49
Collect entry fees
2 people
- 50
Inform visitors
2 people
- 51
Serve coffee and tea
2 people
- 52
Serve cold drinks
2 people
- 53
Refill snacks
2 people
- 54
Refill drinks
2 people
- 55
Empty trash bins
2 people
- 56
Check toilets periodically
- 57
Support exhibitors
2 people
- 58
Inform last visitors
2 people
- 59
Close off the entrance
2 people
- 60
Check out exhibitors
3 people
- 61
Collect lost property
Aftercare
- 62
Dismantle booth materials
4 people
- 63
Clear tables and chairs
4 people
- 64
Remove decorations
2 people
- 65
Dismantle lighting
2 people
- 66
Wash dishes
2 people
- 67
Clean up catering
2 people
- 68
Separate waste
3 people
- 69
Clean the venue
4 people
- 70
Clean the restrooms
2 people
- 71
Remove signs and stickers
2 people
- 72
Close the register
2 people
- 73
Count inventory
- 74
Return rental items
2 people
- 75
Store leftover items
2 people
- 76
Have waste removed
- 77
Follow up with exhibitors
- 78
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 20
- Foldable tablesqty 6
- Folding chairsqty 30
- Entrance table
- Catering tableqty 2
- Coat racksqty 2
- Clothes racksqty 4
- Transport cartsqty 2
Equipment
- Card machinesqty 2
- Extension cordsqty 8
- Power stripsqty 6
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Thermos flasksqty 4
- Flashlightsqty 4
- Walkie-talkiesqty 4
- Calculatorsqty 2
Lighting
- LED light stringsqty 6
- LED lampsqty 8
- Battery lanternsqty 4
Decorations
- Buntingqty 8
- Balloonsqty 100
- Tableclothsqty 8
- Chalkboardsqty 6
- Directional signsqty 12
- Booth numbersqty 20
- Photo framesqty 6
- Artificial flowersqty 8
Tableware
- Coffee cupsqty 40
- Tea glassesqty 40
- Water glassesqty 40
- Coffee spoonsqty 40
- Cake plattersqty 40
- Serving spoonsqty 4
- Thermos cupsqty 20
Kitchen
- Cutting boardsqty 2
- Bread knivesqty 2
- Kitchen knivesqty 2
- Serving plattersqty 6
- Small bowlsqty 8
- Storage boxesqty 8
- Washing-up bowlsqty 2
- Bottle openersqty 4
- Can openersqty 2
Cleaning
- Broomsqty 3
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning clothsqty 20
- Rubber glovesqty 8
- Waste binsqty 8
- Waste binsqty 4
Organization
- Cash register
- Cash box
- Wristbandsqty 200
- Clipboardsqty 4
- Pensqty 20
- Markersqty 12
- Rolls of tapeqty 8
- Painter's tapeqty 6
- Scissorsqty 6
- Rope rollsqty 4
- Measuring tapesqty 2
- Staplersqty 2
- Registration foldersqty 4
- Visitor mapsqty 150
- Exhibitor listsqty 30
- Name stickersqty 100
- Cash formsqty 50
- Wristband traysqty 2
Safety
- First aid kits
- Flashlightsqty 4
- Barrier tapeqty 4
- Non-slip matsqty 6
- Cable matsqty 8
- Fire extinguishersqty 2
Catering
- Groceries
Tips
- Set an exhibitor deadline at least 3–4 weeks before the fair. Use the registration forms to collect contact details, stall requirements and dietary information, then confirm each exhibitor and record the stall fee before assigning a stand number.
- Create the booth floor plan before publishing visitor information. Leave clear routes to the entrance, catering table and toilets, and send exhibitors their stand numbers and arrival instructions at least 7 days in advance.
- Publish directions and parking information with the invitations, not on the morning of the fair. Visitors often need more help finding the venue and unloading area than organisers expect, especially when the fair uses party tents or a temporary layout.
- Schedule volunteers in shifts of 2–3 hours and assign one person to the entrance, one to exhibitor support and one to general checks. Keep walkie-talkies, flashlights and transport carts available for setup and late fixes.
- Finish purchases and collections at least 24 hours before opening. Chill drinks, test card machines, coffee machines, extension cords and lighting, and prepare the cash float before exhibitors arrive.
Frequently asked questions
- How far in advance should I organise an antiques fair?
- Begin planning at least 8–12 weeks before the fair. Confirm the date and venue first, then allow 3–4 weeks for exhibitor registrations and another week to finalise the booth plan and send stand details.
- When should antiques fair exhibitors register?
- Set the registration deadline around 3–4 weeks before opening day. This gives you time to process registrations, collect stall fees, confirm exhibitors and assign stands without changing the floor plan at the last minute.
- When should I send invitations for an antiques fair?
- Send the first visitor invitations 3–4 weeks before the fair and publish a reminder 5–7 days beforehand. Include the date, opening hours, venue directions and parking information in both messages.
- What should be ready the day before an antiques fair?
- Have catering, printed materials, equipment and rental items ready at least 24 hours before opening. Test payment devices and power connections, chill drinks and prepare the cash float before setup begins.
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