Model Train Fair Checklist

A model train fair needs more than tables and layouts. You have to confirm the date and room, recruit exhibitors, manage registrations, and design a floor plan that gives visitors clear routes between displays and sales booths. Plan power, transport, payment handling, catering and signage early, because missing extension cords, display cases or printed maps can delay setup. Use this checklist to work through the fair in order, from the first booking to the final event-day briefing.

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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 the room
Confirm trade show date
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Create the booth layout
2 people
Confirm exhibitors
Design floor plan
Design signage
Prepare promotion
2 people
Post on social media
Distribute posters
2 people
Set admission prices
Arrange cash float
Test payment terminal
Check the shopping list
Order catering
Confirm rental items
Schedule volunteers
Print the run sheet
Make name badges
2 people
Print exhibitor list
Print maps
Collect materials
2 people
Do the shopping
2 people
Pick up fresh catering
2 people
Check the Venue
2 people
Clear emergency exits
2 people
Set up tables
4 people
Set up chairs
3 people
Set up exhibition walls
3 people
Check power outlets
2 people
Hang lighting
2 people
Test model tracks
3 people
Set up demo tables
3 people
Set up registration desk
2 people
Set up the cash register
2 people
Hang up signage
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up the coffee station
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Set up mannequins
8 people
Final safety sweep
2 people

Event

Staff the entrance
2 people
Register visitors
2 people
Explain the program
Support exhibitors
2 people
Guide demonstrations
2 people
Serve catering
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Wash dishes
2 people
Check the lighting
Announce evening program
Close off the entrance
2 people
See visitors out
2 people
Wrap up sales
2 people
Check out exhibitors
3 people

Aftercare

Pack models safely
6 people
Dismantle booth materials
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Sort leftover catering
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Remove signs and stickers
2 people
Gather borrowed items
2 people
Return rental items
2 people
Securely store the cash takings
2 people
Register lost and found items
Thank exhibitors
Respond to visitor messages
Archive photos
Check invoices

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Registration desk
Cash desk table
High tablesqty 6
Waste binsqty 8
Shelving unitsqty 8
Clothes racksqty 2
Table skirtsqty 12
Transport cartsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Payment terminalsqty 2
Laptop
Printer
Extension cordsqty 12
Power stripsqty 12
USB chargersqty 4
Demo screensqty 2
Handheld microphonesqty 2
Speakersqty 2
External hard drive

Display

Display wallsqty 16
Presentation boardsqty 8
Model platformsqty 24
Turntablesqty 6
Pedestal Blocksqty 12
Display casesqty 4
Table sign holdersqty 24
Model railway matsqty 6
Barrier tapeqty 8

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Serving tongsqty 4
Thermos flasksqty 6
Water jugsqty 6

Decorations

Trade show tableclothsqty 24
Entrance banner
Decorative flagsqty 12
Directional signsqty 12
Name badge holdersqty 40

Lighting

LED work lightsqty 8
String lightsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Scissorsqty 4
Serving plattersqty 8
Cool bagsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3

Safety

Fire extinguishersqty 2
First aid kits
Cable matsqty 12
Bollardsqty 12
Work glovesqty 12

Catering

Groceries

Tips

Set the exhibitor deadline early enough to create the booth layout and floor plan with real measurements. Allow at least 1–2 weeks after registrations close to confirm exhibitors, assign spaces and print the exhibitor list.
Test every payment terminal before opening and prepare the cash float the day before. Keep a laptop, printer, extension cords and power strips at the registration or cash desk rather than searching for them during setup.
Check display requirements with exhibitors before ordering or confirming rental items. Model platforms, display cases, shelving units, turntables and demo screens can require different table sizes, power access or transport carts.
Plan visitor flow around the model layouts, not just the available furniture. Leave clear aisles between tables, place maps and signage where people make decisions, and keep waste bins and refreshments away from delicate displays.
Print the run sheet, maps, name badges and exhibitor list before the fair opens. Schedule volunteers in shifts so registration, payments, refreshments and exhibitor support remain covered throughout the day.

Frequently asked questions

How far in advance should I organise a model train fair?: Start planning at least 8–12 weeks before the fair. Book the room and confirm the date first, then allow several weeks for exhibitor invitations, registrations, floor planning, promotion and equipment checks.
When should model train fair exhibitor registration close?: Close registration around 2–3 weeks before the event. That gives you time to confirm exhibitors, collect dietary requirements, finalise the booth layout and print badges, maps and lists.
How many tables do I need for a model train fair?: Calculate tables from the confirmed booth layout rather than using a standard estimate. Ask each exhibitor for their required frontage and display depth, then add space for registration, the cash desk, catering, aisles and at least one spare table.
What equipment should I test before a model train fair?: Test payment terminals, the laptop, printer, microphones, speakers, demo screens and every power connection at least 2–3 days beforehand. Check that extension cords and power strips reach the planned displays without creating trip hazards.

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.