Ice Skating Fair Checklist

An ice skating fair needs more than a confirmed date and a rink. You also need a workable exhibitor layout, a registration process, clear skate and clothing arrangements, and payment equipment that is tested before doors open. Use this checklist to plan the fair in order, from booking and invitations to signage, stock, refreshments and equipment charging. The final checks focus on details that are easy to leave until the last day, including size labels, inventory labels and cash handling.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Work out the trade fair layout
2 people
Contact exhibitors
2 people
Open the registration form
Send invitations
2 people
Publish trade fair information
Process registrations
2 people
Collect dietary requirements
Update the exhibitor list
Assign pitch locations
2 people
Make reservations
Check payment method
Prepare price lists
2 people
Make name badges
Design signage
Print signage
Prepare table decorations
2 people
Collect sales materials
2 people
Check the shopping list
Do the shopping
2 people
Get cash float
Sort skate size labels
2 people
Create inventory labels
Check clothing racks
Charge equipment
Fill coolers
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check floor and entrance
2 people
Set up tables
4 people
Set up clothing racks
3 people
Place skating bins
3 people
Set up fitting rooms
3 people
Set up the cash register
2 people
Test payment terminal
Display ice skates by size
4 people
Display clothing and accessories
3 people
Hang up prizes and labels
2 people
Hang up signage
2 people
Set up the coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Check toilets
Welcome exhibitors
3 people
Hand out badges to exhibitors

Event

Staff the entrance desk
2 people
Register visitors
2 people
Inform visitors
2 people
Staff the cash register
2 people
Advise on skate sizes
4 people
Guide fittings
3 people
Restock merchandise
3 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep fitting rooms tidy
2 people
Track stock on hand
Register lost and found items
Inform last visitors
2 people
Close sales
2 people

Aftercare

Close the register
2 people
Secure cash
2 people
Sort unsold goods
4 people
Put Skates Back in Bins
3 people
Hang clothes back on the racks
3 people
Take down tables and racks
5 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
3 people
Return borrowed items
2 people
Handle lost items
Archive invoices and receipts
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

Confirm the date and location before contacting exhibitors, then allow enough time to open registration, send invitations and process replies before assigning pitch locations.
Plan the floor layout around practical movement: place tables, clothing racks, changing-room partitions, fitting-room benches, shoe benches and skate bins so visitors can queue without blocking exhibitors.
Prepare signage and price lists before the event week. Print directional signs, exhibitor information and payment instructions, and keep spare copies for entrances, changing areas and busy sales points.
Check every payment method at least one day before opening. Test payment terminals, cash drawers, tablets, printers, extension cords, power strips and charging cables rather than discovering a missing connection during the fair.
Sort skate-size labels and create inventory labels before shopping and setup. Charge all equipment overnight, and prepare coffee, drinks and serving items early enough that refreshments do not compete with exhibitor setup.

Frequently asked questions

How far in advance should I organise an ice skating fair?: Start confirming the date and location at least 8 to 12 weeks ahead. Open registration and contact exhibitors early enough to process applications, collect dietary requirements and assign pitches before the final setup week.
What should I prepare the day before an ice skating fair?: Print and place the signage, check the layout, sort skate-size and inventory labels, and test every payment device. Charge tablets and other equipment overnight, and set aside the cash float before opening day.
How many tables and chairs do I need for an ice skating fair?: Count one table and the seating needed for each confirmed exhibitor, then add at least 10% spare capacity for registration, refreshments or last-minute changes. Confirm the final number after pitch locations are assigned.
When should I check the equipment for an ice skating fair?: Do a full equipment check 24 hours before the fair and repeat a short power and payment check 60 minutes before opening. Include terminals, cash drawers, printers, cables, lamps, coolers, kettles and coffee machines.

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.