Mineral Fair Checklist and Planning Guide

A mineral fair needs more than tables and attractive specimens. You need time to confirm exhibitors, process registrations, prepare the floor plan, print visitor information and make every display safe and easy to browse. Start with the venue, permits and exhibitor contacts, then move to registration details and layout planning. In the final days, check minerals, price lists, payment equipment, signs, refreshments and lighting so setup is not left until the doors are about to open.

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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

Reserve venue
Check permits
Contact exhibitors
2 people
Send registration form
Send invitations
2 people
Publish trade fair information
Process registrations
Collect dietary requirements
Confirm exhibitors
Create the participant list
Create the table layout
2 people
Assign exhibitor numbers
Print visitor information
Prepare route signs
Withdraw cash
Do the shopping
2 people
Check minerals
2 people
Print price lists
Make name badges
Fill coolers
2 people
Open venue
2 people
Check floors and tables
2 people
Set up tables
4 people
Set up chairs
2 people
Lay tablecloths
2 people
Set up mineral stands
3 people
Connect lighting
2 people
Hang exhibitor numbers
2 people
Set up information table
2 people
Set up the cash register
2 people
Chill drinks
2 people
Set up the coffee station
2 people
Set out snacks
2 people
Clear emergency routes
2 people

Event

Welcome exhibitors
3 people
Register exhibitors
2 people
Welcome visitors
2 people
Check tickets
2 people
Staff the information desk
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Collect waste
Check toilets
Monitor the minerals
2 people
Inform last visitors
Settle sales
2 people
Check out exhibitors
2 people

Aftercare

Pack minerals safely
4 people
Take down tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
2 people
Dispose of waste
2 people
Clean the venue
3 people
Collect lost and found items
Close the register and administration
2 people
Return materials
2 people
Process exhibitor invoices
Send visitor messages

What to bring

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

Furniture

Tablesqty 18
Chairsqty 40
Information desk
Stoolsqty 4
Tableclothsqty 18

Setup

Mineral standsqty 30
Presentation stepsqty 24
Display binsqty 36
Glass display casesqty 8
Barrier tapeqty 2
Transport cratesqty 24

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Pliersqty 4

Equipment

Payment terminalsqty 2
Cash registersqty 2
Cash boxesqty 2
Magnifying glassesqty 12
UV lampsqty 4
Power stripsqty 8
Extension cordsqty 8
Laptopsqty 2

Lighting

LED table lampsqty 12
Battery lanternsqty 6

Promotion

Route signsqty 8
Exhibitor numbersqty 30
Information leafletsqty 150
Name badgesqty 40
Pensqty 20
Price sign holdersqty 60

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4
Waste binsqty 8

Catering

Coolersqty 4
Groceries

Tips

Confirm the venue and any permits before inviting exhibitors. Allow at least 6–8 weeks for this, especially if the fair needs public access, parking arrangements or temporary signage.
Close exhibitor registration early enough to build the table layout and assign exhibitor numbers. Aim to finish the participant list at least 7 days before the fair so badges, signs and visitor information can be printed once.
Plan each display space with its equipment, not just its table. Check that mineral stands, display bins or glass cases fit the allocated area, and keep magnifying glasses and UV lamps where visitors can use them without blocking the aisle.
Prepare payments and cash before opening. Test payment terminals and cash registers the day before, withdraw the required change, and keep cash boxes separate from the information desk until the venue opens.
Allow 2–3 hours for venue setup before visitors arrive. Use that time to check floors and tables, place tablecloths, set up chairs and displays, connect power strips and extension cords safely, fill coolers and put route signs in position.

Frequently asked questions

How far in advance should I organise a mineral fair?: Start planning 6–8 weeks before the event. Reserve the venue and check permits first, then contact exhibitors and send the registration form before publishing the full fair information.
When should mineral fair exhibitor registration close?: Close registration about 7 days before the fair. This gives you enough time to process registrations, collect dietary requirements, confirm exhibitors, create the participant list and finish the table layout.
How much setup time does a mineral fair need?: Allow 2–3 hours for setup at the venue. Tables, chairs, tablecloths, mineral stands, display cases, signs, lighting and payment equipment all need to be checked before opening.
What should I check the day before a mineral fair?: Check the minerals, printed price lists, name badges, visitor information and route signs. Also test payment terminals, cash registers, coffee machines, kettles, lamps and extension cords so missing or faulty items can be replaced before the event.

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.