Illustration fair checklist: what to arrange and when

An illustration fair needs more than tables and invited artists. You have to manage applications, participant payments, stand assignments, workshops, catering, printed information and the visitor route in the right order. Start with the date and venue, then build the exhibitor list before committing to the layout or food order. This checklist also covers the details that are easy to leave until the last week, such as name badges, payment terminals, power, signage and collecting presentation materials.

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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

Set the fair date and location
2 people
Invite illustrators
2 people
Open the registration form
Send participant terms and conditions
Process registrations
2 people
Keep track of the participant list
Assign pitch locations
2 people
Collect dietary requirements
Order catering
Plan drinks and supplies
Send invitations
2 people
Publish trade fair information online
Send press release
Create the program and floor plan
2 people
Send participant information
Process workshop registrations
Prepare name badges
2 people
Design signage
Have printed materials printed
Collect presentation materials
2 people
Create table numbers
Check participants' payment details
Check stock of sales materials
Check the shopping list
Do the shopping
2 people
Pack prints and posters
2 people
Pick up venue keys
Sort groceries
2 people
Open venue
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Place booth numbers
2 people
Decorate the stands
4 people
Set up exhibits
4 people
Set up workshop tables
2 people
Connect the technical equipment
2 people
Adjust the lighting
2 people
Hang up signage
2 people
Set up the registration desk
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set out snacks
2 people
Check restrooms and public areas

Event

Receive participants
3 people
Register attendance
2 people
Guide late booths
2 people
Welcome visitors
2 people
Explain the program
Manage admission and wristbands
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
Distribute workshop materials
2 people
Facilitate the workshop
2 people
Keep the exhibition area tidy
Support sales inquiries
2 people
Guide photo moments
Inform last visitors
2 people
See visitors out
2 people

Aftercare

Gather sales materials
4 people
Dismantle exhibits
4 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
3 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Sort leftover materials
2 people
Send thank-you message to participants
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

Open the application form early and set a clear closing date. Allow at least 1–2 weeks after the deadline to review registrations, confirm participants, check payment details and assign stand spaces.
Create the floor plan before printing signs or participant information. Mark tables, chairs, presentation panels, workshop areas, storage bins, power points and the visitor entrance so exhibitors know exactly where to go.
Confirm each exhibitor’s practical requirements at least 10 days before the fair. Ask about dietary requirements, presentation materials, payment terminals, laptops, lighting and extension cords rather than assuming everyone will bring what they need.
Plan workshops separately from the main exhibitor list. Close workshop registration before you print the programme, then match each session with a room or area, projector and screen if needed, microphone, seating and a named person to manage attendance.
Do a final stock and shopping check 2–3 days before opening. Count name badges, table numbers, printed maps, directional signs, adhesive strips, USB chargers, power strips, drinks and catering supplies; keep a small reserve of consumables for the event day.

Frequently asked questions

How far in advance should I organise an illustration fair?: Start planning at least 3–4 months before the fair. Set the date and venue first, open exhibitor applications next, and leave the final 2 weeks for the floor plan, printed materials, catering, signage and equipment checks.
When should applications for an illustration fair close?: Close applications 6–8 weeks before the event if you expect to review participants and assign stands. Keep at least 1–2 weeks after the deadline for confirmations, payment checks and collecting dietary or equipment requirements.
How many tables do I need for an illustration fair?: Count one table per assigned stand, then add tables for registration, workshop materials, catering and any shared presentation area. Confirm the final number after stand assignments and check the venue layout before ordering or moving furniture.
When should I send the illustration fair programme and map?: Send the programme, map and participant information 7–10 days before the fair. That gives exhibitors time to prepare presentation materials and visitors time to plan workshops, while still allowing you to correct last-minute changes.

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