How to organise an art book fair
Start by fixing the date and venue, then build the fair around exhibitor capacity, visitor flow and the programme. Artists, publishers and booksellers need clear terms, a registration deadline and confirmed table details before you promote the event widely. Leave time for a floor plan, stand numbers, talks, equipment tests and payment arrangements. The final week is mostly about checking practical details that are easy to overlook, from dietary requirements to extension cords and printed signage.
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
Make venue reservations
- 3
Draft participant terms and conditions
2 people
- 4
Create exhibitor registration form
- 5
Send invitations
2 people
- 6
Contact art booksellers
2 people
- 7
Contact artists and publishers
2 people
- 8
Process registrations
2 people
- 9
Confirm exhibitors
2 people
- 10
Collect participants' dietary requirements
- 11
Open visitor registration
- 12
Create a floor plan of the trade show floor
2 people
- 13
Assign stand numbers
2 people
- 14
Compile the lecture program
2 people
- 15
Confirm speakers and signing authors
- 16
Post promotion on social media
- 17
Send press release
- 18
Design signage
- 19
Create price and exhibitor lists
2 people
- 20
Schedule volunteers for the reception desk
- 21
Order catering
- 22
Test presentation equipment
2 people
- 23
Check the book tables and chairs
2 people
- 24
Have printed materials made
- 25
Check the shopping list
- 26
Do the shopping
2 people
- 27
Send practical information to exhibitors
- 28
Print registration lists and badges
2 people
- 29
Chill drinks
2 people
- 30
Bring materials to the venue
3 people
- 31
Open and inspect the venue
2 people
- 32
Clear emergency exits
2 people
- 33
Set up tables
4 people
- 34
Set up chairs and reading areas
3 people
- 35
Hang up stand numbers
2 people
- 36
Hang up signage
2 people
- 37
Set up registration desk
2 people
- 38
Set up catering point
2 people
- 39
Set up the presentation area
3 people
- 40
Check lighting and cables
2 people
Event
- 41
Welcome exhibitors
3 people
- 42
Guide exhibitors to their stands
3 people
- 43
Check book tables
3 people
- 44
Open the public desk
2 people
- 45
Welcome visitors
3 people
- 46
Register visitors
2 people
- 47
Hand out the program and map
2 people
- 48
Serve coffee and tea
2 people
- 49
Refill drinks
2 people
- 50
Refill snacks
2 people
- 51
Answer visitor questions
2 people
- 52
Guide the first lecture speaker
2 people
- 53
Assist the signing session
2 people
- 54
Manage the buffet and drinks station
2 people
- 55
Lead second speaker's lecture
2 people
- 56
Have sold books checked out
2 people
- 57
Close reception desk
2 people
- 58
Check out exhibitors
3 people
- 59
Escort the last visitors
2 people
Aftercare
- 60
Pack books and materials
4 people
- 61
Take down tables and chairs
4 people
- 62
Wash the dishes and kitchenware
2 people
- 63
Collect and sort waste
3 people
- 64
Clean the venue
4 people
- 65
Remove decorations and signage
2 people
- 66
Return borrowed materials
2 people
- 67
Clear away leftover catering
2 people
- 68
Register lost and found items
- 69
Handle exhibitor deposits and materials
2 people
- 70
Answer visitor questions afterward
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 32
- Chairsqty 80
- High tablesqty 6
- Clothes racksqty 4
- Bookshelvesqty 8
- Bollardsqty 12
- Storage cratesqty 24
- Tableclothqty 32
Tableware
- Coffee cupsqty 80
- Glassesqty 120
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Pitcherqty 6
Equipment
- Laptopqty 2
- Projector
- Projection screen
- Portable speakerqty 2
- Microphoneqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Coolersqty 4
- Payment terminalsqty 3
- Cash register
- Cash box
- Label printer
Lighting
- Desk lampsqty 16
- String lightsqty 6
- LED lightsqty 12
Decorations
- Stand number signsqty 32
- Directional arrowsqty 20
- Program boardsqty 6
- Postersqty 20
- Ornamental plantsqty 12
- Photo framesqty 10
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 6
- Coolersqty 4
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 8
Catering
- Groceries
Tips
- Set the exhibitor deadline at least 4–6 weeks before the fair. That gives you time to process registrations, confirm participants, assign stand numbers and draw a workable trade-floor plan.
- Plan the floor around the tables and bookshelves you actually have, not an ideal layout. Leave clear routes for visitors and reserve a reception point, storage area and space for lectures or signings.
- Build the programme only after speakers and signing authors have confirmed. Allow at least 15 minutes between sessions for movement, questions and resetting the laptop, projector, screen and microphone.
- Prepare sales and information materials at least 7 days in advance. Print the exhibitor and price lists, label stand numbers, and test every payment terminal, cash register and cash box before doors open.
- Schedule reception volunteers in shifts of about 2 hours and give them a written handover. They should know where visitor registration is handled, which exhibitors are present and how to respond to late arrivals or missing equipment.
Frequently asked questions
- How far in advance should I organise an art book fair?
- Allow at least 8–12 weeks for a small fair, and longer if you need many exhibitors or a lecture programme. Confirm the date and venue first, then set registration and promotion deadlines.
- How do I plan the layout for an art book fair?
- Create the floor plan after you know the number of confirmed exhibitors and the available tables, chairs and bookshelves. Leave a clear visitor route and finalise stand numbers at least 2 weeks before the event.
- When should exhibitors be confirmed for an art book fair?
- Close registrations 4–6 weeks before the fair and confirm exhibitors within 7 days. Send each participant their stand number, arrival instructions, table details and any relevant terms.
- What equipment should I test before an art book fair?
- Test the laptop, projector, projection screen, speaker and microphone 1–2 days beforehand, using the same room and cables as on the event day. Check extension cords, power strips and payment terminals at the same time.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!