Model train fair checklist

A model train fair needs more than tables and display cases. You have to confirm exhibitors, fit every pitch into a workable floor plan, and make sure visitors can find parking, pay admission and move safely around the displays. Power planning is easy to leave until the last week, especially when several layouts need extension cords, power strips and cable mats. Use this checklist to work through bookings, registrations, setup, catering and final checks in the right order.

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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 room booking
Publish fair date
Send invitations
2 people
Contact exhibitors
2 people
Process registrations
2 people
Assign pitch locations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Book catering
Assign volunteers
2 people
Work out the floor plan
2 people
Check participant list
Send directions
Share parking information
Prepare the volunteers briefing
Set admission prices
Order change
Print trade fair rules
Print stand numbers
Print Signage
Inventory materials
2 people
Check tools
Check the power plan
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the registration desk
2 people
Set up tables
6 people
Set up chairs
4 people
Place display cabinets
4 people
Hang up stand numbers
2 people
Set up signage
2 people
Lay out power cables
3 people
Tape down cables securely
2 people
Connect lighting
2 people
Test sound system
2 people
Stock the entrance desk
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Conduct final safety check
2 people

Event

Open the entrance
3 people
Welcome visitors
3 people
Collect entrance fees
2 people
Distribute program
2 people
Support exhibitors
2 people
Announce model demonstrations
Guide model demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Check stock
Manage a calm flow of visitors
2 people
Inform last visitors
2 people
Close entrance
2 people

Aftercare

See exhibitors off
3 people
Close the register
2 people
Pack the models safely
2 people
Clear the stand tables
4 people
Clear tables and chairs
6 people
Dismantle display cases
4 people
Turn Off Power
2 people
Dismantle the sound system
2 people
Remove decorations
2 people
Sort waste
3 people
Wash dishes
3 people
Clean the room
4 people
Count materials
2 people
Return borrowed items
2 people
Store remaining catering
Register lost and found items

What to bring

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

Furniture

Standing tablesqty 40
Chairsqty 90
Counter tableqty 2
Bar stoolsqty 6
Display casesqty 12
Clothes racksqty 2
Waste binsqty 10
Tableclothsqty 40

Equipment

Extension cordsqty 20
Power stripsqty 25
Cable matsqty 15
LED work lightsqty 12
Portable speakersqty 2
Wireless microphonesqty 2
Payment terminalsqty 2
Cash registersqty 2
Coolersqty 4
Hand trucksqty 2
Glue gunsqty 4
Battery chargersqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 6
Pliersqty 6
Coolersqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Small platesqty 100

Decorations

Trade fair bannersqty 4
Table signsqty 45
Directional signsqty 20
Booth number cardsqty 45
Program leafletsqty 400
Trade show rulesqty 10
Name badgesqty 100
Lanyardsqty 100
Disposable tableclothsqty 8

Cleaning

Waste binsqty 6
Broom setsqty 3
Vacuum cleanersqty 2
Mop headsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm exhibitors before assigning pitch locations. Once registrations are processed, create the floor plan and keep a small amount of space available for late changes, unloading and visitor routes.
Check the power plan at least 7 days before the fair. Ask exhibitors what their layouts need, then position extension cords, power strips, cable mats and LED work lights so cables do not cross walking areas.
Prepare admission arrangements before doors open. Set the prices, order enough change, test payment terminals and cash registers, and keep a written backup record of takings.
Brief volunteers 30–60 minutes before opening. Give each person a clear area, explain exhibitor check-in, visitor directions, parking information, emergency procedures and who handles questions.
Count catering and drink supplies for the full schedule, not just the expected crowd. Chill drinks in advance, fill thermos flasks, and place cups, glasses, plates and serving trays where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I contact model train fair exhibitors?: Start contacting exhibitors 8–12 weeks before the fair. Set a registration deadline at least 3 weeks before the event so you have time to confirm attendance, collect dietary requirements and assign pitch locations.
When should I make the model train fair floor plan?: Draft the floor plan as soon as registrations close, usually 2–3 weeks before the fair. Recheck it 3–5 days beforehand against the final participant list, available power points, entrances and clear visitor routes.
How much time do I need to set up a model train fair?: Allow at least 3 hours for room setup and exhibitor access. Put out tables, chairs, display cases, stand numbers and signage first; then check power, lighting, payment equipment and catering before opening.
What should I prepare for model train fair visitors?: Send directions and parking information at least 5 days before the event, then repeat the key details on signs at the venue. Prepare admission prices, change and working payment terminals before the first visitors arrive.

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.