How to organise an art fair from first booking to opening time
Organising an art fair starts with the venue and date, but the difficult work is coordinating exhibitors, stall information, visitor flow and presentation details. Set the registration deadline early enough to create a workable floor plan, assign stall numbers and confirm power or display needs. Then handle promotion, catering and printed materials against firm cut-off dates. On the final day, check every table, panel, badge, payment device and lighting item before exhibitors arrive, not while visitors are already coming in.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm location and date
- 2
Create exhibitor list
2 people
- 3
Design invitations
- 4
Send invitations
- 5
Open the registration form
- 6
Send exhibitor terms and conditions
- 7
Process registrations
2 people
- 8
Collect dietary requirements
- 9
Assign stalls
2 people
- 10
Create floor plan
- 11
Assign exhibitor numbers
- 12
Confirm stand information
- 13
Make reservations
- 14
Order catering
- 15
Order print materials
- 16
Post promotion on social media
- 17
Send press release
- 18
Check registrations
2 people
- 19
Print exhibitor list
- 20
Sort wristbands and badges
2 people
- 21
Check the shopping list
- 22
Do the shopping
2 people
- 23
Pick up printed materials
- 24
Check materials
2 people
- 25
Sort catering
2 people
- 26
Open venue
2 people
- 27
Check floor and entrance
2 people
- 28
Set up tables and chairs
4 people
- 29
Set up exhibition panels
4 people
- 30
Hang up stand numbers
2 people
- 31
Install lighting
3 people
- 32
Lay out power cables safely
2 people
- 33
Set up registration desk
2 people
- 34
Set up the info point
2 people
- 35
Hang artworks safely
6 people
- 36
Place sculptures on pedestals
3 people
- 37
Attach price tags
3 people
- 38
Lay out the catalogs
2 people
- 39
Chill drinks
2 people
- 40
Set out coffee and tea
2 people
- 41
Prepare snacks
3 people
- 42
Check routes and emergency exits
2 people
- 43
Test sound system
2 people
- 44
Welcome exhibitors
3 people
- 45
Carry out final stand check
3 people
Event
- 46
Open the doors
3 people
- 47
Register visitors
3 people
- 48
Hand out admission wristbands
2 people
- 49
Inform visitors
2 people
- 50
Support exhibitors
2 people
- 51
Serve coffee and tea
2 people
- 52
Serve snacks
3 people
- 53
Refill drinks
2 people
- 54
Collect used dishes
2 people
- 55
Empty trash bins
2 people
- 56
Check toilets
- 57
Adjust lighting
- 58
Register art sales
2 people
- 59
Guide the photo moment
- 60
Check the music volume
- 61
Announce the last visitors
- 62
Guide visitors to the exit
2 people
Aftercare
- 63
Have exhibitors dismantle their stands
4 people
- 64
Pack artworks safely
6 people
- 65
Dismantle exhibition panels
4 people
- 66
Remove decorations
2 people
- 67
Put furniture back
4 people
- 68
Wash dishes
3 people
- 69
Clean up catering
2 people
- 70
Collect waste
3 people
- 71
Clean the venue
4 people
- 72
Switch off equipment
2 people
- 73
Hand over artworks
3 people
- 74
Return borrowed materials
2 people
- 75
Pack leftovers
2 people
- 76
Register lost and found items
- 77
Save photos and files
- 78
Respond to visitor messages
- 79
Send exhibitor invoices
- 80
Send thank-you message
- 81
Post an online photo report
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Exhibition tablesqty 30
- Visitor chairsqty 80
- Bar stoolsqty 12
- Registration tablesqty 2
- Information desk
- Stoolsqty 20
- Waste binsqty 10
- Clothes racksqty 4
Presentation
- Display panelsqty 40
- Pedestalsqty 12
- Picture hooksqty 120
- Hanging railsqty 30
- Steel wire setsqty 120
- Clipboardsqty 10
- Acrylic card holdersqty 60
- Price sign holdersqty 100
- Tablecloth coversqty 30
- Plastic protective filmqty 4
- Packaging cardboardqty 2
- Bubble wrapqty 3
Lighting
- LED spotlightsqty 30
- LED light stringsqty 8
- Standing lampsqty 6
- Extension cordsqty 12
- Power stripsqty 15
Equipment
- Cash drawersqty 2
- Card machinesqty 2
- Tabletsqty 2
- Label printer
- Printer
- Laptop
- Coolersqty 4
- Kettlesqty 3
Technical
- Speakersqty 2
- Microphone
- Microphone stand
- Audio cablesqty 4
- Power banksqty 6
Tableware
- Coffee cupsqty 100
- Tea glassesqty 100
- Water glassesqty 150
- Wine glassesqty 100
- Platesqty 120
- Cutlery setsqty 120
- Serving traysqty 12
Kitchen
- Coffee machinesqty 3
- Thermos flasksqty 8
- Snack plattersqty 20
- Cutting boardsqty 4
- Serving tongsqty 8
Decorations
- Entrance sign
- Directional signsqty 12
- Stand number signsqty 40
- Flower arrangementsqty 8
- Artificial plantsqty 12
- Display casesqty 6
Safety
- First aid kitsqty 2
- Cable matsqty 20
- Bollardsqty 8
- Work glovesqty 12
Cleaning
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Cleaning clothsqty 20
- Dustpansqty 3
- Broom setsqty 3
Catering
- Groceries
Tips
- Set the exhibitor registration deadline at least 3–4 weeks before the fair. You need the final list to assign stalls, create the floor plan and confirm each exhibitor’s stand information.
- Create the floor plan as soon as registrations close, leaving clear routes between exhibition tables and space for the registration and information desks. Send stall numbers and setup details at least 7 days before opening.
- Order printed materials and catering after checking registration numbers, with a final quantity check 3–5 days before the event. Late changes are especially easy to miss when dietary requirements are collected separately.
- Test the practical sales setup before doors open: card machines, tablets, cash drawers, printers and extension cords should be checked together, not one item at a time. Bring spare power strips and keep cables out of visitor routes.
- Prepare badges, wristbands, exhibitor lists and signage in labelled groups the day before. Check display panels, picture hooks, hanging rails, protective film and packaging materials before loading them, because replacements may not be available on event day.
Frequently asked questions
- How far in advance should I invite artists to an art fair?
- Send invitations 6–8 weeks before the fair and give exhibitors around 2 weeks to register. Close registration at least 3–4 weeks before opening so you still have time to assign stalls and publish the floor plan.
- When should I make the art fair floor plan?
- Create the floor plan immediately after registration closes, usually 3–4 weeks before the event. Confirm stall numbers and access information with every exhibitor no later than 7 days before setup.
- How much catering do I need for an art fair?
- Base catering on the confirmed registration and expected visitor count, then place the order about 7–10 days ahead. Recheck quantities and dietary requirements 3–5 days before the fair, when cancellations are easier to identify.
- What should I check before an art fair opens?
- Allow at least 2 hours before opening for the final check. Test payment devices and printers, place badges and exhibitor lists at registration, confirm lighting and power, and walk the visitor routes to remove cable or display hazards.
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