How to organize a regional produce fair

Start by fixing the date, opening hours and venue before contacting producers. Then handle permits, insurance and exhibitor terms while opening registration early enough to confirm every pitch. Once the exhibitor list is stable, map the floor plan, confirm deliveries and calculate catering, drinks and coffee. The final week is for checking power, lighting, waste collection, signage, badges and payment equipment so the fair can open without last-minute gaps.

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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 date and opening hours
2 people
2
Reserve the fair venue
3
Apply for required permits
4
Check insurance
5
Draft participant terms and conditions
2 people
6
Contact local producers
3 people
7
Open the registration form
8
Register exhibitors
2 people
9
Collect dietary requirements
10
Send invitations
2 people
11
Publish promotional text
12
Create Trade Show Floor Plan
2 people
13
Assign pitch locations
2 people
14
Process registrations
2 people
15
Confirm exhibitors
2 people
16
Confirm delivery arrangements
2 people
17
Calculate catering quantities
2 people
18
Order drinks and coffee
19
Reserve coolers
20
Reserve extra tables and chairs
21
Arrange waste disposal
22
Check electricity and lighting
2 people
23
Design signage
24
Prepare name badges
2 people
25
Create price lists and signs
2 people
26
Print program for visitors
27
Send exhibitor information
28
Check the weather forecast
29
Do the shopping
3 people
30
Check fresh produce
2 people
31
Chill drinks
2 people
32
Clean the venue
3 people
33
Set up tables
4 people
34
Set up chairs
3 people
35
Build party tents
4 people
36
Connect the coolers
2 people
37
Lay out power cables safely
2 people
38
Hang lighting
3 people
39
Set up signage
2 people
40
Set up registration desk
2 people
41
Set up tasting stations
4 people
42
Welcome exhibitors
3 people
43
Direct exhibitors to their spot
3 people
44
Place products on the stands
6 people
45
Hang up price lists
3 people
46
Set up the coffee station
2 people
47
Prepare snacks
4 people
48
Lay out crockery and cutlery
2 people
49
Check toilets
50
Conduct a safety check
2 people
51
Brief the team at the desk
2 people

Event

52
Open the doors
2 people
53
Register visitors
3 people
54
Welcome visitors
2 people
55
Staff the booths
12 people
56
Serve tastings
4 people
57
Serve coffee and tea
2 people
58
Refill drinks
2 people
59
Refill snacks
2 people
60
Empty trash bins
2 people
61
Clean the toilets in between
2 people
62
Clear tables during the event
2 people
63
Serve the final tastings
3 people
64
Inform visitors about closing
2 people
65
Close the sales counters
12 people
66
Guide visitors to the exit
2 people

Aftercare

67
Collect tableware
3 people
68
Gather remaining products
4 people
69
Empty coolers
2 people
70
Sort waste
3 people
71
Take down tables and chairs
4 people
72
Take down party tents
4 people
73
Remove decorations
3 people
74
Switch off equipment
2 people
75
Leave venue spotless
4 people
76
Wash dishes
3 people
77
Clean coolers
2 people
78
Label and store materials
3 people
79
Return borrowed materials
2 people
80
Take waste to the collection point
2 people
81
Return Leftover Supplies to Vendors
2 people
82
Collect lost property
83
Answer visitor questions

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 18
Foldable tablesqty 10
Bistro tablesqty 8
Folding chairsqty 60
Tableclothsqty 18
Stoolsqty 12
Clothes racksqty 4
Storage cratesqty 24

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 24
Serving plattersqty 24
Cutting boardsqty 12
Bread knivesqty 8

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 8
Cash registersqty 4
Card machinesqty 4
Handheld microphone
Megaphone
Wireless walkie-talkiesqty 6
Speakersqty 2
Tablet for registrationqty 2
Charging stationsqty 3
Fire extinguishersqty 4
Flashlightsqty 6
First aid kitsqty 2
Hand trucksqty 3

Lighting

String lightsqty 8
Work lightsqty 4
Battery lanternsqty 6

Decorations

Regional flagsqty 12
Chalkboardsqty 20
Chalk markersqty 24
Flower arrangementsqty 12
Wooden cratesqty 30
Decorative basketsqty 12
Table runnersqty 18
Directional signsqty 12
Entrance bannersqty 2
Info boardsqty 4
Name badgesqty 60
Badge holdersqty 60
Wristbandsqty 250
Program cardsqty 250
Route arrowsqty 16

Kitchen

Large carving knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Serving tongsqty 12
Thermos flasksqty 8
Bottle openersqty 8
Serving traysqty 8
Food containers with lidsqty 16
Cooling matsqty 12
Thermometersqty 4
Allergen labelsqty 200
Food coversqty 24
Measuring spoonsqty 6
Bread basketsqty 12
Bottle racksqty 6

Catering

Groceries

Cleaning

Waste binsqty 12
Glass binsqty 3
Broom setsqty 4
Floor squeegeesqty 3
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Towel rollsqty 8

Tips

Set the venue, date and opening hours first, then allow at least 8 weeks for permits, insurance and exhibitor registration. A fair with market stalls, tents and food sampling needs more planning than a simple indoor gathering.
Ask producers for dietary and delivery requirements when they register, not during the final week. Use the confirmed list to assign pitch locations and build a floor plan with room for visitors, queues and coolers.
Count catering and drinks by opening period: plan 2 to 3 drinks per person for the first hour, then adjust for the full programme and expected attendance. Order coffee, reusable tableware and serving equipment only after registration closes.
Check electricity and lighting at least 7 days before opening. Test coffee machines, kettles, refrigerators, card machines and cash registers on the actual circuits, with extension cords and power strips kept clear of visitor routes.
Prepare price lists, signs, name badges and directional signage before the event day. Confirm waste disposal, tables, chairs and delivery times 48 hours in advance, because missing furniture or late deliveries are difficult to replace once exhibitors arrive.

Frequently asked questions

How far in advance should I organize a regional produce fair?: Start at least 8 weeks before the fair. Use the first 2 weeks for the venue, date, opening hours, permits and insurance, then leave 4 to 6 weeks for producer registration and promotion.
When should exhibitors register for a regional produce fair?: Open registration about 6 weeks before the event and set a closing date 2 to 3 weeks before opening. That gives you time to confirm exhibitors, assign pitches and collect delivery and dietary details.
How many drinks should I plan per visitor?: For the first hour, allow 2 to 3 drinks per person, then add more based on the total opening time and whether exhibitors offer tastings. Confirm the final attendance estimate at least 7 days before ordering.
When should I check power and equipment at the fair venue?: Complete the first power and lighting check at least 7 days before the fair. Test refrigerators, coffee machines, kettles, card machines and cash registers again on setup day, before exhibitors arrive.

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.