How to organise an instrument fair

An instrument fair works best when vendor logistics, visitor flow and live demonstrations are planned together. Start by confirming the date and location, then set clear vendor terms before inviting sellers and opening registrations. Once you know who is attending, build the booth layout, assign stand numbers and map power needs. Finish with practical visitor information, volunteer cover, payment arrangements and a final equipment check so setup does not become the busiest part of the day.

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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 people
2
Set participant terms
2 people
3
Invite vendors
2 people
4
Send visitor invitations
2 people
5
Open registrations
6
Process vendor registrations
2 people
7
Collect dietary requirements
8
Book catering
9
Determine payment method for booths
2 people
10
Create a floor plan of the booths
2 people
11
Assign stand numbers
2 people
12
Send vendor information
2 people
13
Plan music demonstrations
2 people
14
Recruit volunteers
2 people
15
Create the volunteer schedule
2 people
16
Check permits
17
Check insurance documents
18
Map out power outlets
2 people
19
Reserve lighting
20
Publish parking information
21
Create final participant list
2 people
22
Prepare name badges
2 people
23
Print registration forms
24
Print direction signs
25
Check the shopping list
2 people
26
Check supply stock
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Prepare registration table
2 people
30
Set up stand materials
3 people
31
Mark the hall floor
2 people
32
Set up tables and chairs
5 people
33
Hang up stand numbers
2 people
34
Lay out power cables safely
3 people
35
Set up the demonstration area
3 people
36
Test sound equipment
2 people
37
Build the catering buffet
3 people
38
Test the cash register and card terminal
2 people

Event

39
Receive vendors
3 people
40
Guide vendors to booths
3 people
41
Display instruments safely
4 people
42
Staff the entrance and registration
3 people
43
Welcome visitors
2 people
44
Announce the program
45
Guide demonstrations
2 people
46
Serve catering
3 people
47
Serve coffee and tea
2 people
48
Refill drinks
2 people
49
Empty trash bins
2 people
50
Keep walkways clear
2 people
51
Register lost and found items
52
Monitor quiet demo times
53
Announce final sales round
54
See visitors out
3 people
55
Complete sales administration
2 people
56
Have instruments packed up
4 people
57
Check out vendors
2 people

Aftercare

58
Take down tables and chairs
5 people
59
Pack away the sound equipment
2 people
60
Remove decorations
2 people
61
Sort leftover catering
2 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the room
4 people
65
Clean the restrooms
2 people
66
Gather borrowed materials
2 people
67
Return materials
2 people
68
Handle lost and found

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
High tablesqty 8
Table skirtsqty 24
Bar stoolsqty 16
Clothes racksqty 4
Instrument standsqty 40
Guitar standsqty 20
Keyboard standsqty 6

Equipment

Cash register
Payment terminalqty 2
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Portable speakersqty 2
Microphonesqty 3
Mixer
Microphone standsqty 3
DI boxesqty 2
Laptop
Label printer
Rechargeable walkie-talkiesqty 6

Lighting

LED floodlightsqty 8
Mood lightingqty 10
Battery lampsqty 8

Decorations

Stand number signsqty 24
Directional signsqty 12
Information bannersqty 4
Name badgesqty 100
Wristbandsqty 250
Table décorqty 12

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cubesqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Corkscrewsqty 2

Cleaning

Waste binsqty 10
Mop setsqty 2
Broom setsqty 3
Vacuum cleaner
Cleaning bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set vendor terms before sending invitations, including booth arrangements, payment method and registration deadlines. Close vendor registration early enough to create the floor plan and send each seller their stand number and arrival information.
Create the booth layout from the actual tables, high tables, instrument stands and power outlets available. Keep demonstration areas separate from sales tables, and leave clear routes for visitors carrying instruments or cases.
Plan demonstrations in timed blocks rather than letting them run continuously. Reserve portable speakers, microphones, a mixer, DI boxes and microphone stands, then test every setup before visitors arrive.
Treat electricity as a layout issue, not a last-minute technical detail. Map outlets, count extension cords and power strips, protect crossing cables with cable trays, and use LED floodlights or battery lamps where the venue lighting is weak.
Give volunteers defined shifts and specific jobs such as registration, vendor support and wayfinding. Print registration forms, name badges, stand number signs and directional signs before setup day, and publish parking information with the visitor invitation.

Frequently asked questions

How far in advance should I organise an instrument fair?: Start at least 8 to 12 weeks before the fair. Vendor invitations, registrations, insurance documents, permits and the booth layout usually need several weeks of lead time, especially if demonstrations are included.
How do I plan booth space for an instrument fair?: Create the floor plan as soon as vendor registration closes, ideally 2 to 3 weeks before the event. Place tables and instrument stands first, then add power routes, demonstration space, registration and clear visitor paths before assigning stand numbers.
How many volunteers do I need for an instrument fair?: Plan for at least 1 volunteer at registration, 1 person supporting vendors and 1 person managing demonstrations during busy periods. Add extra cover for setup and teardown, and publish a shift schedule at least 1 week in advance.
When should I test the sound and power equipment?: Test the full setup on the day before the fair if the venue allows it, or at least 2 hours before opening. Check microphones, speakers, the mixer, DI boxes, extension cords and power strips with the booth layout in place.

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.