Mineral Fair Checklist and Organising Plan

A mineral fair needs more than tables and attractive specimens. You have to coordinate exhibitors, assign numbered pitches, plan visitor flow and prepare safe displays for fragile items. Start with the date, hall and opening hours, then work through exhibitor registration, promotion, payments and printed materials. In the final days, check equipment, refreshments, change and signage. This checklist brings the 62 planning tasks and 54 required items together so the hall is ready before visitors arrive.

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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 date and opening hours
Reserve the venue and hall
Drawing the fair layout and walking route
2 people
Record table numbers per stall
2 people
Contact exhibitors
2 people
Register exhibitors
2 people
Assign pitch locations
2 people
Send exhibitor information
Send invitations
2 people
Process online registrations
Collect dietary requirements
Post promotion on social media
Distribute posters and flyers
3 people
Set the admission fee and payment method
2 people
Make reservations for materials
Create floor plans and signage
2 people
Print price lists and stall signs
Prepare visitor badges
2 people
Arrange cash register money and change
2 people
Check the shopping list
Do the shopping
2 people
Sort print materials and forms
Chill drinks
2 people
Set out minerals and fragile items
3 people
Open hall
2 people
Set up tables and chairs
4 people
Set up display panels and showcases
4 people
Connecting lights and extension cords
2 people
Hang up stand numbers
2 people
Hang up signage
2 people
Set up registration desk
2 people
Set up the catering table
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Test the cash register and card terminal
2 people
Check display cases and tables
2 people
Check entrances and emergency exits
2 people

Event

Open doors for visitors
2 people
Register visitors
2 people
Collect entrance fees
2 people
Inform visitors
2 people
Support exhibitors
2 people
Serve catering
2 people
Refill drinks
Refill coffee and tea
Empty trash bins
Check toilets periodically
Keep walkways clear
2 people
Warn last visitors
2 people
Guide visitors outside
2 people

Aftercare

Close the register
2 people
Have exhibitors take down their stands
4 people
Pack display cases and displays
3 people
Take down tables and chairs
4 people
Remove lighting and cables
2 people
Collect and sort waste
2 people
Wash dishes
2 people
Clean the hall and entrance
3 people
Clean the restrooms
2 people
Check borrowed materials
2 people
Return materials
2 people
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 28
Chairsqty 36
Registration desk
Catering tableqty 2
Stoolsqty 8

Display

Display casesqty 8
Glass display lidsqty 12
Acrylic standsqty 40
Display binsqty 24
Magnifying glassesqty 12
UV lampsqty 4
Display wallsqty 12
Tableclothsqty 28
Price holdersqty 80
Small storage boxesqty 30

Equipment

Card machinesqty 2
Cash boxesqty 2
Cash registersqty 2
Label printers
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Power stripsqty 8
Extension cordsqty 12
Cable matsqty 12

Lighting

LED spotlightsqty 12
Desk lampsqty 16
Flashlightsqty 4

Visitor materials

Visitor badgesqty 250
Floor plansqty 250
Program flyersqty 250
Pensqty 20
Clipboard foldersqty 4
Clipboardsqty 4
Directional signsqty 16
Table signsqty 24

Safety

First aid kitsqty 2
Flashlights for emergenciesqty 2
Non-slip matsqty 8
Bollardsqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Toilet brushesqty 3

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6

Catering

Groceries

Tips

Set the date, opening hours and venue before contacting exhibitors. Keep a written table plan with stall numbers, pitch assignments and the walking route so every exhibitor receives the same information.
Ask exhibitors for their requirements during registration, including table space, power and dietary needs. Send the final pitch location and arrival instructions several days before the fair, not on the morning of setup.
Plan the display equipment around the minerals being shown. Fragile specimens may need glass lids or display cases, while magnifying glasses, UV lamps and focused lighting should be placed where visitors can use them without blocking the aisle.
Prepare visitor-facing information at least 2–3 days beforehand. Print floor plans, stall signs, price lists and badges together, and check that every table number matches the layout and exhibitor record.
Count payment supplies before opening: test the card machines, prepare cash registers and cash boxes, and have enough change for the admission fee. Chill drinks and complete the shopping check the day before so setup time is not lost.

Frequently asked questions

How far in advance should I organise a mineral fair?: Begin at least 8–12 weeks before the fair. Secure the hall first, then allow time to contact and register exhibitors, assign pitches, promote the event and print the final information.
How many tables do I need for a mineral fair?: Use the confirmed exhibitor list and assign each stall a numbered pitch before ordering or reserving furniture. Add a separate registration desk, catering table and enough aisle space for the planned walking route rather than filling the hall wall to wall.
When should I send mineral fair information to exhibitors?: Send the first invitation as soon as the date and venue are confirmed, then send pitch locations, arrival instructions and equipment details about 5–7 days before opening. Update them sooner if the floor plan changes.
What should I prepare the day before a mineral fair?: Complete shopping, sort forms and printed materials, test payment equipment and prepare change the day before. Chill drinks, check cables and lighting, and place fragile minerals only after the display areas are clean and secure.

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.