Instrument Fair Checklist

An instrument fair needs more than tables and vendor invitations. You need a clear booth layout, reliable power for demonstrations, a registration process, payment arrangements and enough people to keep the day moving. Start with the date, venue and participant terms, then work toward vendor information, visitor communications and the final floor plan. This checklist covers the practical details that are easy to leave until the last week, including permits, insurance, signage, badges and volunteer cover.

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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

Confirm date and location
2 people
Set participant terms
2 people
Invite vendors
2 people
Send visitor invitations
2 people
Open registrations
Process vendor registrations
2 people
Collect dietary requirements
Book catering
Determine payment method for booths
2 people
Create a floor plan of the booths
2 people
Assign stand numbers
2 people
Send vendor information
2 people
Plan music demonstrations
2 people
Recruit volunteers
2 people
Create the volunteer schedule
2 people
Check permits
Check insurance documents
Map out power outlets
2 people
Reserve lighting
Publish parking information
Create final participant list
2 people
Prepare name badges
2 people
Print registration forms
Print direction signs
Check the shopping list
2 people
Check supply stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare registration table
2 people
Set up stand materials
3 people
Mark the hall floor
2 people
Set up tables and chairs
5 people
Hang up stand numbers
2 people
Lay out power cables safely
3 people
Set up the demonstration area
3 people
Test sound equipment
2 people
Build the catering buffet
3 people
Test the cash register and card terminal
2 people

Event

Receive vendors
3 people
Guide vendors to booths
3 people
Display instruments safely
4 people
Staff the entrance and registration
3 people
Welcome visitors
2 people
Announce the program
Guide demonstrations
2 people
Serve catering
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep walkways clear
2 people
Register lost and found items
Monitor quiet demo times
Announce final sales round
See visitors out
3 people
Complete sales administration
2 people
Have instruments packed up
4 people
Check out vendors
2 people

Aftercare

Take down tables and chairs
5 people
Pack away the sound equipment
2 people
Remove decorations
2 people
Sort leftover catering
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Gather borrowed materials
2 people
Return materials
2 people
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 the booth layout before assigning stand numbers. Mark tables, high tables, instrument stands and power outlets on the same floor plan so vendors know exactly where they can set up.
Give vendors a firm registration deadline at least 2–3 weeks before the fair. Use the final participant list to prepare stand numbers, name badges, payment details and dietary information.
Plan demonstrations in timed blocks rather than leaving them open-ended. Allow at least 10 minutes between sessions to move visitors, check microphones and reset the mixer, speakers or DI boxes.
Map every powered stand and demonstration area before ordering extension cords and power strips. Keep cables in cable trays where visitors walk, and reserve battery lamps or LED floodlights for poorly lit corners.
Assign volunteers in overlapping shifts of 2–3 hours. Have at least one person covering registration and one person available for vendor questions while demonstrations or payments are taking place.

Frequently asked questions

How far in advance should I organise an instrument fair?: Start planning at least 8–12 weeks before the event. Confirm the date and location first, then allow 3–4 weeks for vendor registrations and visitor invitations before finalising the floor plan.
How many volunteers do I need for an instrument fair?: Plan on at least 1 volunteer for registration, 1 for vendor support and 1 for demonstrations during busy periods. For a fair with more than 20 booths, schedule 5–8 volunteers in rotating 2–3-hour shifts.
When should I finalise the instrument fair floor plan?: Create a working floor plan as soon as booth registrations open, but freeze the version with stand numbers 7–10 days before the fair. Send the final plan and vendor information at least 5 days before setup.
What equipment should I check before an instrument fair?: Check payment equipment, microphones, portable speakers, the mixer, DI boxes, stands, extension cords and lighting 3–5 days before the event. Test every demonstration setup on site, not just when the equipment is packed.

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.