How to organise an art fair without missing the details

Start by fixing the date and opening hours, then build the exhibitor process around those decisions. Artists need clear terms, a registration deadline and practical information about their booth before they commit. Once exhibitors are confirmed, map the floor, plan the visitor route and prepare the printed details people rely on during the day. The details most often left too late are dietary requirements, name tags, price tags, power access and volunteer briefings.

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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
Set date and opening hours
2
Draft participant terms and conditions
2 people
3
Invite artists
2 people
4
Publish registration form
5
Write promotional copy
6
Publish event page
7
Send invitations
2 people
8
Post social media announcement
9
Process registrations
2 people
10
Confirm exhibitors
2 people
11
Collect dietary requirements
12
Compile artist list
13
Draw the booth layout
2 people
14
Set the route for visitors
15
Create visitor program
16
Make table reservations
17
Reserve coffee service
18
Order print materials
19
Make name tags for artists
2 people
20
Prepare price tags
2 people
21
Design signage
22
Schedule volunteers
2 people
23
Write presenter briefing
24
Gather artist information
2 people
25
Finalize dietary requirements list
26
Send confirmation to visitors
27
Do the shopping
2 people
28
Pick up printed materials
29
Check the reception of artworks
3 people
30
Bring materials to the venue
3 people
31
Clear space
4 people
32
Set up tables and chairs
4 people
33
Set up exhibition walls
4 people
34
Hang artworks
4 people
35
Place sculptures securely
3 people
36
Place vendor signs
2 people
37
Attach price tags
2 people
38
Set up information tables
2 people
39
Hang up decorations
2 people
40
Set up signage
2 people
41
Set up registration desk
2 people
42
Prepare coffee and tea
2 people
43
Chill drinks
2 people
44
Display snacks
2 people
45
Test the sound and lighting
2 people
46
Conduct a safety check
2 people

Event

47
Welcome exhibitors
3 people
48
Register visitors
3 people
49
Distribute program
2 people
50
Welcome visitors
2 people
51
Support the artists
2 people
52
Guide tours
2 people
53
Give the opening speech
54
Guide demonstrations
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Refill drinks
2 people
58
Collect tableware
2 people
59
Empty trash bins
60
Check toilets
61
Check the lighting
62
Provide sales information
2 people
63
Pack purchases safely
2 people
64
Guide visitors to the exit
2 people
65
Check out artists
2 people

Aftercare

66
Dismantle artworks
4 people
67
Pack artworks
4 people
68
Remove decorations
2 people
69
Switch off equipment
2 people
70
Clear tables and chairs
4 people
71
Wash dishes
2 people
72
Sort and remove waste
2 people
73
Clean the room
3 people
74
Clean the restrooms
75
Check for damage to equipment
2 people
76
Return borrowed materials
2 people
77
Return leftover artwork
3 people
78
Register lost and found items
79
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Exhibition wallsqty 12
Bar stoolsqty 6
Changing room rackqty 2
Bollardsqty 8
Clothes hangersqty 30

Equipment

Laptopqty 2
Printer
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Gaffer tapeqty 4
Toolboxqty 2
Ladderqty 2
Hand mirrorsqty 2

Lighting

LED spotlightsqty 12
Mood lightingqty 6
Desk lampsqty 8
Batteriesqty 24

Decorations

Tableclothsqty 18
Flower arrangementsqty 8
Balloonsqty 80
Buntingqty 4
Chalkboardsqty 6
Photo framesqty 12
Directional signsqty 12
Name badgesqty 80
Badge holdersqty 80
Adhesive hooksqty 80
Price tagsqty 120
Information boardqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice cube traysqty 6
Serving traysqty 6
Corkscrewsqty 3

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the registration deadline at least 4 weeks before the fair. This gives you time to process applications, confirm exhibitors and compile an accurate artist list.
Draw the booth layout before ordering tables, exhibition walls or lighting. Leave clear visitor routes and mark where extension cords, charging stations and presenter equipment will go.
Collect dietary requirements when registrations open, then finalise the list no later than 7 days before the event. Late changes are difficult once coffee service and catering are booked.
Prepare artist name tags and price tags at least 3 days before opening. Check every name, spelling and price against the final artist information rather than relying on handwritten changes at the venue.
Schedule volunteers and send the presenter briefing at least 1 week in advance. Include arrival time, their assigned area, who handles questions and where the toolbox, ladder and gaffer tape are kept.

Frequently asked questions

How far in advance should I organise an art fair?: Allow at least 8 to 12 weeks for a small art fair. Use the first 2 weeks for the date, terms and registration setup, then leave 4 weeks for applications and at least 2 weeks for final logistics.
When should artists register for an art fair?: Keep registration open for about 3 to 4 weeks. Close it at least 4 weeks before the fair so you can confirm exhibitors, draw the booth layout and prepare the artist list.
How do I plan the layout of an art fair?: Start with the available floor area, entrances and exits, then place booths and exhibition walls before adding visitor routes. Finalise the layout at least 2 weeks before opening so furniture, signage and lighting can be checked against it.
What should I prepare in the last week before an art fair?: During the final 7 days, confirm dietary requirements, coffee service, volunteer shifts and presenter details. Print signage, name tags and price tags at least 3 days before the event, then check power, microphones and lighting on site.

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.