How to organise an art fair without last-minute chaos

Organising an art fair starts with the artists and the floor plan, not the decorations. Confirm who is taking part, publish the date and opening hours, then work out how artwork, visitors, payments and volunteers will move through the space. Give yourself time to check permits, insurance, catering and print orders. The details that cause the most trouble are usually practical: missing artist information, poor lighting, unclear prices and payment equipment that has not been tested.

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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
Confirm participating artists
2 people
3
Send invitations
2 people
4
Publish the online event page
5
Process registrations
2 people
6
Collect dietary requirements
7
Gather artist information
2 people
8
Check artwork list
2 people
9
Work out stand layout
2 people
10
Make reservations
11
Place catering order
12
Place the print order
13
Create a visitor map
14
Send artist briefing
15
Schedule volunteers
2 people
16
Determine payment method for sales
2 people
17
Prepare price cards
2 people
18
Make name badges
19
Design signage
20
Check permits and conditions
2 people
21
Prepare insurance documents
22
Print contact list
23
Print artist labels
2 people
24
Print program booklets
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare catering
3 people
28
Bring materials to the venue
3 people
29
Open venue
2 people
30
Conduct a safety check
2 people
31
Set up booth walls
4 people
32
Set up tables and chairs
4 people
33
Unload artworks
4 people
34
Hang artworks
4 people
35
Place sculptures securely
3 people
36
Attach artist labels
3 people
37
Adjust the lighting
3 people
38
Hang up decorations
2 people
39
Set up registration desk
2 people
40
Test payment equipment
2 people
41
Set up the catering buffet
3 people
42
Prepare coffee and tea
2 people
43
Set up signage
2 people
44
Lay out program booklets
45
Briefing for reception team
2 people
46
Carry out opening check
2 people

Event

47
Welcome visitors
3 people
48
Register visitors
3 people
49
Explain the program
2 people
50
Support the artists
2 people
51
Keep sales records
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Keep the buffet clean and replenished
2 people
56
Check toilets
57
Empty trash bins
58
Take photos of the event
59
Escort the last visitors
2 people
60
Collect sales data
2 people
61
See visitors out
2 people

Aftercare

62
Pack artworks safely
4 people
63
Unload artworks
4 people
64
Dismantle booth walls
4 people
65
Put furniture back
3 people
66
Wash dishes
3 people
67
Clean up catering leftovers
2 people
68
Sort and remove waste
2 people
69
Clean the venue
3 people
70
Remove decorations
2 people
71
Check the equipment
2 people
72
Inventory materials
2 people
73
Return borrowed materials
2 people
74
Send sales summaries to artists
75
Send thank-you message
76
Handle lost and found
77
Archive photos
78
Collect invoices

What to bring

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

Furniture

Display wallsqty 24
Tablesqty 20
Chairsqty 60
Bar stoolsqty 8
Registration desk
Buffet tablesqty 3
Waste binsqty 8
Sculpture pedestalsqty 12
Clothes racksqty 4

Equipment

Card machinesqty 4
Tabletsqty 4
Charging cablesqty 8
Power stripsqty 10
Extension cordsqty 8
Gaffer tapeqty 6
Laddersqty 2
Tool casesqty 2
Measuring tapesqty 3
Spirit levelsqty 2
Hand trucksqty 3

Lighting

LED spotlightsqty 24
Standing lampsqty 6
Mood lightingqty 6
Spare light bulbsqty 12

Decorations

Plastic tableclothsqty 20
Directional signsqty 12
Welcome sign
Name badge holdersqty 40
Photo framesqty 6
Plantsqty 10
Wire and hooksqty 100
Cable tiesqty 100

Tableware

Glassesqty 180
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Pitchersqty 8
Thermos flasksqty 8
Serving traysqty 8

Cleaning

Cleaning spongesqty 12
Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Lock in the participating artists before publishing the event page. Collect each artist’s name, contact details and artwork information early enough to create labels, badges, the visitor map and the programme booklet.
Draw the stand layout before hiring or moving display walls, tables and pedestals. Measure entrances, walkways and power points, and leave enough room for visitors to stop without blocking the route.
Test every card machine, tablet, charging cable and power strip before opening day. Bring extension cords, spare charging cables and a printed contact list so one failed device does not stop sales or registration.
Place the print order only after the artwork list, prices and programme details are checked. Price cards and artist labels are difficult to correct once printed, so set a final proof deadline several days before the fair.
Schedule volunteers in shifts that cover registration, artist support and closing duties. Do a walkthrough before doors open to check signage, lighting, waste bins, catering, fire routes and any loose cables secured with gaffer tape.

Frequently asked questions

How far in advance should I organise an art fair?: Start at least 8 to 12 weeks before the opening date. Use the first weeks to confirm artists, check permits and publish the event details; leave the final 7 to 10 days for printing, layout checks and equipment testing.
How do I plan the layout for an art fair?: Measure the room, entrances and available power points before assigning stands. Create a scale sketch at least 2 weeks before the event, then confirm the positions of display walls, tables, pedestals, registration and visitor routes.
How many volunteers do I need for an art fair?: Plan for at least 1 volunteer at registration and 1 person available for artist or visitor questions while the fair is open. For a busy event, add one volunteer per main zone and schedule shifts of about 3 to 4 hours.
When should I order signs, labels and programmes for an art fair?: Finalise the artwork list, prices and artist details at least 10 days before opening. Place the print order after that check, allowing at least 5 working days for printing and time to sort labels and signage.

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.