Model train fair organising checklist

A model train fair needs more than a row of tables and a list of exhibitors. You need to coordinate registrations, stand sizes, visitor flow, electrical access, refreshments and clear information before the doors open. Start with the date and venue, then build the floor plan around confirmed exhibitors and table needs. This checklist also covers the details that are easy to leave until the last day, such as badges, signs, chilled drinks, cable safety and moving everything into the venue.

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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
Work out the trade fair layout
2 people
Invite exhibitors
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Assess table needs
Collect dietary requirements
Compile exhibitor list
2 people
Make reservations
Determine the admission payment method
Send confirmation to exhibitors
2 people
Create map and route
Post promotion on social media
Distributing posters
2 people
Assign stand numbers
2 people
Prepare name badges
2 people
Assign volunteers
Print visitor information
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
4 people
Check the venue
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Mark exhibitor booths
2 people
Distribute power outlets
2 people
Connect lighting
2 people
Set up the information desk
2 people
Set up the registration desk
2 people
Set up catering point
2 people
Hang up signage
2 people
Welcome exhibitors
3 people
Direct exhibitors to their booths
3 people
Safely connect model tracks
3 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Brief entrance staff
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Collect admission
2 people
Inform visitors
2 people
Support exhibitors
2 people
Serve drinks
2 people
Refill snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Wash dishes
2 people
Check stands and walkways
2 people
Inform last visitors
2 people
See visitors out
3 people

Aftercare

Have exhibitors dismantle their booths
4 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the room
4 people
Clean catering equipment
2 people
Collect lost and found items
Return materials
3 people
Return borrowed items
2 people
Secure entry fees
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 35
Chairsqty 45
Foldable info desk tableqty 2
Stoolsqty 6
Tableclothsqty 35

Equipment

Extension cordsqty 12
Power stripsqty 15
Cable reelsqty 4
LED desk lampsqty 12
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Handheld microphone
Portable speaker

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6
Storage binsqty 8

Decorations

Booth numbersqty 35
Name badgesqty 60
Directional signsqty 12
Information boardsqty 6
Poster puttyqty 6
Display holdersqty 12

Lighting

LED string lightsqty 6
Lighting standsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Cash register
Cash box
Payment terminal
Serving tongsqty 6
Coffee filtersqty 100
Napkinsqty 500
To-go cupsqty 150
Lockable storage cratesqty 8
Groceries

Tips

Build the layout only after assessing exhibitor table needs. Mark stand numbers, the information desk, visitor routes and any areas that need access to extension cords or power strips.
Set a firm registration deadline and send confirmations after processing applications. Ask for dietary requirements at registration rather than trying to collect them during setup.
Plan electrical equipment by area, not just by item. Check where coffee machines, kettles, LED desk lamps and exhibitors’ equipment will connect, then bring cable reels and power strips without creating trip hazards.
Prepare visitor information, directional signs, information boards, booth numbers and name badges before the venue day. Print a few extra copies so a late correction or damaged sign does not hold up opening.
Treat refreshments and transport as separate jobs. Chill drinks in advance, check stock before shopping, and pack tables, chairs, tablecloths, serving equipment and storage bins so nothing is left behind when materials go to the venue.

Frequently asked questions

How far in advance should I invite model train fair exhibitors?: Send the first invitations at least 8 to 12 weeks before the fair. Set a registration deadline around 4 weeks before the event so you still have time to process applications, assess table needs and create the exhibitor list.
When should I make the model train fair layout?: Draft the layout as soon as registrations give you reliable table requirements, usually 3 to 4 weeks before the fair. Finalise stand numbers and the route after confirmations are sent, then print the map and signs during the final week.
How many tables and chairs do I need for a model train fair?: Base the count on each exhibitor’s confirmed table requirement, then add the information desk and any refreshment or seating areas. Confirm the final number no later than 2 weeks before the fair so the venue can be checked and transport arranged.
What should I check on the morning of a model train fair?: Allow at least 2 hours before doors open for the venue check, unloading, table setup, signage, electrical connections and refreshments. Test the microphone and portable speaker, verify stand numbers, check drinks and coffee supplies, and clear cables from visitor routes before admitting guests.

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.