How to organise an illustration fair

Start by fixing the date and venue, then build the fair around exhibitor applications and the floor plan. Give illustrators a firm deadline, track registrations in one list and assign tables only after you know how many participants are confirmed. Promotion, workshop bookings and printed materials follow once the programme is stable. In the final week, check payment details, presentation materials, lighting, power and sales equipment rather than assuming each exhibitor has brought everything they need.

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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 the fair date and location
2 people
2
Invite illustrators
2 people
3
Open the registration form
4
Send participant terms and conditions
5
Process registrations
2 people
6
Keep track of the participant list
7
Assign pitch locations
2 people
8
Collect dietary requirements
9
Order catering
10
Plan drinks and supplies
11
Send invitations
2 people
12
Publish trade fair information online
13
Send press release
14
Create the program and floor plan
2 people
15
Send participant information
16
Process workshop registrations
17
Prepare name badges
2 people
18
Design signage
19
Have printed materials printed
20
Collect presentation materials
2 people
21
Create table numbers
22
Check participants' payment details
23
Check stock of sales materials
24
Check the shopping list
25
Do the shopping
2 people
26
Pack prints and posters
2 people
27
Pick up venue keys
28
Sort groceries
2 people
29
Open venue
2 people
30
Check the venue
2 people
31
Set up tables and chairs
4 people
32
Place booth numbers
2 people
33
Decorate the stands
4 people
34
Set up exhibits
4 people
35
Set up workshop tables
2 people
36
Connect the technical equipment
2 people
37
Adjust the lighting
2 people
38
Hang up signage
2 people
39
Set up the registration desk
2 people
40
Set out coffee and tea
2 people
41
Chill drinks
2 people
42
Set out snacks
2 people
43
Check restrooms and public areas

Event

44
Receive participants
3 people
45
Register attendance
2 people
46
Guide late booths
2 people
47
Welcome visitors
2 people
48
Explain the program
49
Manage admission and wristbands
2 people
50
Serve coffee and tea
2 people
51
Serve snacks
2 people
52
Refill drinks
2 people
53
Empty trash bins
54
Distribute workshop materials
2 people
55
Facilitate the workshop
2 people
56
Keep the exhibition area tidy
57
Support sales inquiries
2 people
58
Guide photo moments
59
Inform last visitors
2 people
60
See visitors out
2 people

Aftercare

61
Gather sales materials
4 people
62
Dismantle exhibits
4 people
63
Clear tables and chairs
4 people
64
Switch off the equipment
2 people
65
Wash dishes
2 people
66
Collect waste
3 people
67
Clean the room
3 people
68
Collect lost and found items
69
Lock up the venue
2 people
70
Return rental items
2 people
71
Sort leftover materials
2 people
72
Send thank-you message to participants
73
Publish visitor photos

What to bring

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

Furniture

Tablesqty 24
Chairsqty 50
Bar stoolsqty 6
Clothes racksqty 8
Presentation boardsqty 20
Storage binsqty 24
Bollardsqty 8

Equipment

Laptopsqty 2
Payment terminalsqty 3
Speakersqty 2
Microphone
Projector
Projection screen
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 12
Extension cordsqty 10
USB chargersqty 6

Lighting

LED lampsqty 12
Desk lampsqty 12
Light standsqty 6

Decorations

Tableclothsqty 24
Backdrop clothsqty 12
Buntingqty 6
Artificial plantsqty 12
Photo framesqty 20
Adhesive stripsqty 6
Clothespinsqty 100
Binding twineqty 2

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 6
Measuring cupsqty 2
Serving traysqty 6
Washing-up basinsqty 6
Kitchen towelsqty 12

Catering

Coolersqty 4
Bar stoolsqty 4
Serving cartsqty 2
Groceries

Paper goods

Name badgesqty 80
Wristbandsqty 250
Program bookletsqty 250
Floor plansqty 250
A4 printing paperqty 2
A3 paper
Sticky notesqty 12
Pensqty 30
Permanent markersqty 12
Table numbersqty 30
Envelopesqty 100

Workshop

Drawing paperqty 300
Sketchbooksqty 40
Graphite pencilsqty 60
Colored pencilsqty 120
Finelinersqty 80
Erasersqty 40
Pencil sharpenersqty 20
Markersqty 60
Brushesqty 40
Water bowlsqty 20
Protective filmqty 2
Apronsqty 20

Sales materials

Price tagsqty 300
Print coversqty 300
Paper carrier bagsqty 250
Cardboard tubesqty 80
Bubble wrapqty 2
Wrapping paperqty 3
Cash boxesqty 6
Cash register rollsqty 10

Cleaning

Waste binsqty 12
Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Safety

Cable matsqty 12
Warning signsqty 4
Flashlightsqty 3

Tips

Set the date, venue and application deadline first. Allow at least 6–8 weeks between opening applications and the fair so you have time to process registrations, answer questions and fill unused places.
Do not assign stand spaces from memory. Keep one participant list with payment status, dietary requirements and table allocation, then send each illustrator the floor plan and setup information at least 7 days before the event.
Publish the programme only after workshop times, speakers and room layouts are confirmed. Send press information and invitations 2–3 weeks before the fair, when you can include accurate opening hours and booking instructions.
Treat the final week as an equipment check, not just a shopping trip. Test payment terminals, laptops, projectors, microphones and lighting, and count extension cords, power strips, tablecloths and signage before printing or packing.
Plan food and drinks from confirmed numbers, including exhibitors, staff and workshop attendees. For the first hour, allow roughly 2–3 drinks per person, then confirm dietary requirements with caterers several days before ordering.

Frequently asked questions

How far in advance should I organise an illustration fair?: Start at least 8–12 weeks before the event. Use the first 2 weeks for the date, venue and application setup, then leave several weeks for registrations, stand allocation, promotion and printing.
When should illustrator applications close?: Close applications around 4–6 weeks before the fair. That gives you time to process payments, confirm the participant list, assign tables and send final exhibitor information at least 7 days before setup.
When should I publish the illustration fair programme?: Publish it once workshops, opening hours and the floor plan are confirmed, usually 2–3 weeks before the event. Avoid printing materials before workshop places and timings are final.
How many drinks should I buy for an illustration fair?: For the first hour, plan on 2–3 drinks per person, then adjust for the expected length of the fair. Base the order on confirmed exhibitors, staff and visitors, and check dietary requirements several days before catering is delivered.

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.