How to organise an art fair without losing track of the details

An art fair comes together in a fixed sequence: secure the venue, check permissions and insurance, then recruit artists before promoting the event publicly. Once registrations are coming in, assign stand numbers, build the artist schedule and publish a simple map. The details people often leave too late are power, lighting, payment equipment, printed signs and a cash float. Use the plan below to keep artist communication, visitor information and the physical setup moving together.

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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
Reserve venue
2
Check permits
3
Check insurance
4
Contact artists
2 people
5
Send participant terms and conditions
6
Open registration form
7
Send invitations
2 people
8
Distribute promotional posters
2 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Create artist schedule
2 people
13
Assign stand numbers
14
Confirm participants
15
Publish the map
16
Order catering
17
Order beverage stock
18
Reserve chairs and tables
19
Reserve security
20
Test the equipment
2 people
21
Print name badges
22
Print stand signs
23
Print program
24
Exchange cash float
25
Do the shopping
2 people
26
Remind artists
27
Open venue
2 people
28
Carry out a safety check
2 people
29
Set up tables and chairs
4 people
30
Set up exhibition walls
4 people
31
Hang up stand numbers
2 people
32
Adjust the lighting
2 people
33
Welcome the artists
3 people
34
Unload artworks
4 people
35
Set up artworks
8 people
36
Put up price tags
3 people
37
Set up registration desk
2 people
38
Set up catering
3 people
39
Chill drinks
2 people
40
Set up coffee station
2 people
41
Test audio and microphone
2 people
42
Check toilets

Event

43
Staff the entrance
2 people
44
Register visitors
2 people
45
Distribute program
46
Welcome artists
2 people
47
Inform visitors
2 people
48
Guide tours
2 people
49
Announce the opening
50
Guide speakers
2 people
51
Guide the photo moment
52
Serve coffee and tea
2 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Collect tableware
2 people
56
Empty trash bins
57
Check toilets periodically
58
Guard artworks
2 people
59
Collect sales forms
60
Inform last visitors
2 people
61
Check out artists
2 people

Aftercare

62
Pack artworks safely
6 people
63
Load artworks
4 people
64
Remove decorations
3 people
65
Switch off equipment
2 people
66
Gather tables and chairs
4 people
67
Wash dishes
3 people
68
Sort waste
2 people
69
Clean the venue
4 people
70
Collect lost and found items
71
Lock up the venue
2 people
72
Return rental items
2 people
73
Check invoices
74
Settle sales proceeds
2 people
75
Send thank-you message
76
Share photos with participants

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Exhibition wallsqty 24
Bar stoolsqty 6
Dressing room mirrorsqty 2

Equipment

Cash registersqty 2
Card machinesqty 2
Laptopsqty 2
Printers
Screensqty 2
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 2
Tool casesqty 2

Lighting

Exhibition spotlightsqty 24
Standing lampsqty 6
Light Stripsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 8
Cutting boardsqty 4
Knives for prepqty 4
Pliersqty 8
Small bowlsqty 16
Waste binsqty 8

Decorations

Tableclothsqty 24
Wayfinding signsqty 10
Table signsqty 24
Price tagsqty 120
Name badgesqty 60
Adhesive stripsqty 8
Cable traysqty 12
Photo backdrop

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cart
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start with the venue, permits and insurance before opening registration. Allow at least 6–8 weeks for venue checks and artist coordination, because changing the layout after registrations open creates avoidable rework.
Set a firm artist deadline and confirm every participant in writing. Finalise stand numbers and the artist schedule no later than 7 days before the fair, then publish the map while there is still time to correct errors.
Plan each stand for power and lighting, not just furniture. Test extension cords, power strips, exhibition spotlights, screens and card machines at least 1 day before opening; bring charging stations for devices used throughout the day.
Order catering and drinks from the expected headcount, including coffee, water and service items. Confirm dietary requirements before placing the order, and arrange coolers, coffee machines, kettles and thermos flasks before the setup crew arrives.
Prepare visitor-facing materials and payments as a separate final check. Print name badges, stand signs and the programme 1–2 days ahead, test cash registers and card machines, and exchange the cash float before doors open.

Frequently asked questions

How long does it take to organise an art fair?: Allow at least 6–8 weeks for a small or medium art fair. That gives you time to reserve the venue, check permits and insurance, recruit artists, process registrations and order equipment without relying on last-minute availability.
When should artists register for an art fair?: Open registration after the venue and basic requirements are confirmed, then set the closing date 2–3 weeks before the event. Keep the final 7 days for confirming participants, assigning stands and publishing the map.
How many tables and chairs do I need for an art fair?: Work from the confirmed stand layout rather than a general guest estimate. Count the tables and chairs per stand, add seating for registration or catering, and complete the count at least 2 weeks before the fair so rentals can still be adjusted.
When should I test the equipment for an art fair?: Test card machines, cash registers, laptops, printers, screens, speakers, microphones and lighting at least 1 day before the fair. Check power strips, extension cords and charging stations at the same time, then repeat a quick payment and audio check before opening.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.