How to organise an ice skating fair

An ice skating fair combines exhibitor coordination, changing areas, skate handling and event-day sales, so the order of work matters. Start by confirming the date and venue, then build the floor plan before inviting exhibitors. Keep registration, dietary requirements and payment details in one place, and leave time to label skate sizes, prepare signage and test every charged device. The plan below covers the practical sequence from first arrangements to opening the doors.

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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
Confirm date and location
2
Work out the trade fair layout
2 people
3
Contact exhibitors
2 people
4
Open the registration form
5
Send invitations
2 people
6
Publish trade fair information
7
Process registrations
2 people
8
Collect dietary requirements
9
Update the exhibitor list
10
Assign pitch locations
2 people
11
Make reservations
12
Check payment method
13
Prepare price lists
2 people
14
Make name badges
15
Design signage
16
Print signage
17
Prepare table decorations
2 people
18
Collect sales materials
2 people
19
Check the shopping list
20
Do the shopping
2 people
21
Get cash float
22
Sort skate size labels
2 people
23
Create inventory labels
24
Check clothing racks
25
Charge equipment
26
Fill coolers
2 people
27
Bring materials to the venue
3 people
28
Open venue
2 people
29
Check floor and entrance
2 people
30
Set up tables
4 people
31
Set up clothing racks
3 people
32
Place skating bins
3 people
33
Set up fitting rooms
3 people
34
Set up the cash register
2 people
35
Test payment terminal
36
Display ice skates by size
4 people
37
Display clothing and accessories
3 people
38
Hang up prizes and labels
2 people
39
Hang up signage
2 people
40
Set up the coffee station
2 people
41
Chill drinks
2 people
42
Set out snacks
2 people
43
Check toilets
44
Welcome exhibitors
3 people
45
Hand out badges to exhibitors

Event

46
Staff the entrance desk
2 people
47
Register visitors
2 people
48
Inform visitors
2 people
49
Staff the cash register
2 people
50
Advise on skate sizes
4 people
51
Guide fittings
3 people
52
Restock merchandise
3 people
53
Support exhibitors
2 people
54
Serve coffee and tea
2 people
55
Serve snacks
2 people
56
Refill drinks
2 people
57
Empty trash bins
2 people
58
Keep fitting rooms tidy
2 people
59
Track stock on hand
60
Register lost and found items
61
Inform last visitors
2 people
62
Close sales
2 people

Aftercare

63
Close the register
2 people
64
Secure cash
2 people
65
Sort unsold goods
4 people
66
Put Skates Back in Bins
3 people
67
Hang clothes back on the racks
3 people
68
Take down tables and racks
5 people
69
Wash dishes
2 people
70
Clean the venue
4 people
71
Dispose of waste
2 people
72
Return materials
3 people
73
Return borrowed items
2 people
74
Handle lost items
75
Archive invoices and receipts
76
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 40
Clothes racksqty 8
Bar stoolsqty 6
Changing room partitionsqty 6
Fitting room benchesqty 6
Shoe benchesqty 8
Ice skate binsqty 20
Waste binsqty 8

Equipment

Payment terminalsqty 2
Cash drawersqty 2
Tabletsqty 2
Printers
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Hand mirrorsqty 8
Clothes steamersqty 2

Lighting

LED lampsqty 8
Light cablesqty 4

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Ice packsqty 20

Decorations

Tableclothsqty 18
Standing bannersqty 4
Directional signsqty 12
Name badgesqty 80
Badge holdersqty 80
Price holdersqty 120
Skating postersqty 12
Table numbersqty 20

Sports equipment

Skating matsqty 12
Ice skate guardsqty 30
Ice skate lacesqty 40
Size labelsqty 120
Fitting sizesqty 20
Skate bagsqty 40
Ice skate drying matsqty 8

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3

Catering

Groceries

Tips

Set the layout before assigning exhibitors. Mark tables, clothing racks, fitting-room partitions, benches, skate bins and clear visitor routes so you can assign pitches without moving everything on the day.
Open registration only after the venue, date and exhibitor information are confirmed. Set a clear closing date, then process registrations and collect dietary requirements rather than chasing missing details during the final week.
Prepare signage and name badges at least 3–5 days before the fair. Include pitch locations, registration or payment points, changing areas and any instructions visitors need to find quickly.
Treat payment and power as one setup check. Test payment terminals, cash drawers, tablets, printers, extension cords and power strips before the event, and charge all equipment overnight before opening.
Sort skate-size labels and inventory labels before loading the venue. Check clothes racks, ice skate bins and fitting-room areas in advance; replacing a missing label or bench during visitor arrival creates immediate queues.

Frequently asked questions

How far in advance should I organise an ice skating fair?: Start at least 8–12 weeks before the event. Confirm the date and location first, then allow several weeks for exhibitor contact, invitations, registrations and pitch assignments.
When should exhibitor registration close for an ice skating fair?: Close registration 2–3 weeks before the fair if possible. This gives you time to update the exhibitor list, assign pitches, prepare name badges and print accurate signage.
How many payment terminals do I need for an ice skating fair?: Plan one payment terminal for each busy sales point, plus one spare if the budget and setup allow. Test every terminal, cash drawer, tablet and printer at least 24 hours before opening.
When should I prepare the ice skate labels and inventory?: Sort skate-size labels and create inventory labels 2–3 days before the event. Do a final count and check the bins and clothing racks on the day before, not while visitors are arriving.

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.