How to organize a record fair from start to finish

A record fair works best when exhibitor logistics are settled before you focus on the visitor experience. Start by confirming the date and venue, then recruit sellers, collect registrations, and assign each pitch before arrival day. In the final week, share parking and route details, check payment and power, and confirm what exhibitors still need. On the day, create a clear flow from unloading to pitch setup, entrance, checkout, refreshments, and toilets so buyers can browse without bottlenecks.

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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
Invite exhibitors
2 people
3
Announce event online
4
Process registrations
2 people
5
Assign pitch locations
2 people
6
Confirm exhibitors
7
Send visitor invitations
2 people
8
Communicate route and parking
9
Check required materials
2 people
10
Arrange cash
11
Test the payment method
12
Check the shopping list
13
Do the shopping
2 people
14
Collect materials
2 people
15
Chill drinks
2 people
16
Open venue
2 people
17
Mark the loading and unloading zone
2 people
18
Set up tables and racks
4 people
19
Hang up stand numbers
2 people
20
Set up the entrance and checkout
2 people
21
Set up sound system
2 people
22
Connect power and lighting
2 people
23
Set up coffee station
2 people
24
Restock toilet supplies
25
Check the entrance and route
2 people
26
Welcome exhibitors
3 people
27
Direct exhibitors to their spots
3 people
28
Carry out the final safety check
2 people

Event

29
Open the cash register
2 people
30
Welcome visitors
3 people
31
Collect and register admission
2 people
32
Support exhibitors
2 people
33
Serve coffee and tea
2 people
34
Refill drinks
2 people
35
Refill snacks
36
Empty trash bins
2 people
37
Check toilets periodically
38
Keep walkways clear
39
Play the music program
40
Inform last visitors
2 people
41
Close the cash register
2 people
42
Check out exhibitors
3 people

Aftercare

43
Collect lost items
2 people
44
Take down tables and racks
4 people
45
Disconnect the sound system
2 people
46
Remove decorations
2 people
47
Wash dishes
2 people
48
Clean the venue
3 people
49
Dispose of waste
2 people
50
Inventory materials
2 people
51
Return borrowed items
2 people
52
Deposit cash register takings
53
Thank exhibitors
54
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 24
High tablesqty 4
Chairsqty 12
Cash desk table
Clothes racksqty 6
Transport cartqty 2
Party tentsqty 2

Equipment

Payment terminalqty 2
Sound system
Microphone
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Decorations

Booth numbersqty 30
Directional signsqty 8
Entrance banner
Tableclothsqty 24
Arrow stickersqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 4

Office

Cash register
Cash box
Wristbandsqty 250
Printer paperqty 2
Pensqty 12
Tapeqty 6
Writing boardsqty 4
Clipboard foldersqty 4

Safety

Cable matsqty 12
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the exhibitor layout before sending final confirmations. Assign pitch locations, display booth numbers, and reserve a clear loading and unloading zone so sellers are not moving tables and crates through the visitor entrance.
Test the payment terminal before doors open and keep cash available as a backup. Put the checkout table where staff can see the entrance, and make sure charging stations and extension cords do not cross walking routes.
Plan the first hour around setup rather than visitors. Open the venue early enough for exhibitors to unload, set up foldable tables or racks, connect lighting, and finish before the public arrives.
Send route, parking, and arrival instructions to visitors and exhibitors separately. Include when unloading is allowed, which entrance to use, and where directional signs and arrow stickers will guide people once they arrive.
Treat coffee, drinks, and toilets as restocking jobs, not one-time setup tasks. Chill drinks in advance, fill thermos flasks, check coffee supplies, and inspect toilet supplies before opening and during the busiest period.

Frequently asked questions

How far in advance should I organize a record fair?: Start at least 8 to 12 weeks ahead. Confirm the date and venue first, then allow several weeks to invite exhibitors, process registrations, assign pitches, and send visitor information.
How do I assign pitches at a record fair?: Create the floor plan after registrations close, ideally 1 to 2 weeks before the event. Match each exhibitor to a numbered pitch, leave clear aisles, and keep unloading routes separate from visitor traffic.
What should I check before opening a record fair?: Allow 2 to 3 hours for opening checks and setup. Test the payment method, connect power and lighting, mark the entrance and route, stock coffee and drinks, and confirm that exhibitors can reach their tables safely.
How much cash should I have at a record fair?: Prepare cash for change before the doors open, based on the expected number of transactions and your checkout process. Count it with two people, record the starting amount, and keep it separate from event takings.

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.