Music fair checklist: what to arrange and when

A music fair combines exhibitor logistics, public information, demonstrations, and live technical requirements. Start by confirming the date and location, then open registration and build the exhibitor list before planning the layout and program. In the final week, check permits, dietary requirements, equipment, shopping, and access arrangements. On the day, keep loading clear, welcome exhibitors, mark every stall, and test the sound and lighting 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

Confirm date and location
2 people
Invite participants and exhibitors
2 people
Open the registration form
Register exhibitors
2 people
Collect dietary requirements
Compile the music program
2 people
Plan demonstrations
2 people
Create the booth layout
2 people
Make reservations
Check permits and house rules
Publish audience information
Process registrations
2 people
Send exhibitor information
Send parking information
Gather technical requirements
2 people
Test equipment
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
3 people
Check location and access
2 people
Set up tables and chairs
4 people
Mark stalls
2 people
Hang up stand numbers
2 people
Set up stage and demo area
3 people
Connect the sound system
2 people
Test microphones
2 people
Set up instrument stands
2 people
Distribute power outlets
2 people
Hang lighting
2 people
Hang up decorations
2 people
Set up signage
2 people
Set up the registration desk
2 people
Prepare visitor list
Test the cash register and payment terminal
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Set out dishes and glasses
2 people
Check toilets
Conduct a safety check
2 people
Give exhibitor briefing
2 people

Event

Welcome exhibitors
3 people
Keep loading and unloading zone clear
2 people
Open the entrance
2 people
Register visitors
2 people
Distribute program
Support exhibitors
2 people
Guide music demos
2 people
Announce the stage program
Check the sound level
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Clean the toilets in between
Check rest area
Guide the photo moment
Announce the final program item
Close entrance
2 people
Guide visitors to the exit
2 people
Collect lost property

Aftercare

Have exhibitors take down their stands
3 people
Turn off the sound system
2 people
Store equipment safely
3 people
Dismantle furniture
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Final cleaning of the toilets
Count inventory
2 people
Return borrowed materials
2 people
Follow up with exhibitors

What to bring

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

Furniture

Registration tablesqty 2
Standing tablesqty 30
Folding chairsqty 120
Beer tablesqty 8
Lounge sofasqty 4
Low tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Stage sectionsqty 4
Bollardsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI boxesqty 4
Instrument standsqty 12
Music standsqty 6
Headphonesqty 6
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
Laptop

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4
Flashlightsqty 4

Decorations

Trade show bannersqty 4
Booth numbersqty 30
Program postersqty 10
Directional signsqty 12
Tableclothsqty 30
Decorative clothsqty 8
Name badgesqty 100
Badge holdersqty 100
Paper tapeqty 12

Tableware

Glassesqty 150
Coffee cupsqty 80
Tea glassesqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving traysqty 8
Pliersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen bowlsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4
Waste binsqty 10
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and location before inviting exhibitors, then allow at least two weeks for registrations and dietary requirements to come in. Late responses can affect the booth layout and catering quantities.
Build the floor plan only after you know how many exhibitors need space. Mark stall numbers in advance and match them with the exhibitor information you send out.
Collect technical requirements early and test the mixer, active speakers, wireless microphones, DI boxes, laptop, and extension cords before the fair opens. A soundcheck on the day should confirm each demonstration, not discover missing connections.
Send audience information and parking details at least 3 days before the event. Include opening hours, entrance directions, registration instructions, and any house rules so the registration tables are not handling every question.
Keep the loading and unloading zone clear during setup, then finish signs and furniture before exhibitors arrive. Allow at least 60 minutes for tables, chairs, stall markers, banners, and directional signs if the room is already accessible.

Frequently asked questions

How far in advance should I organize a music fair?: Start at least 6 to 8 weeks before the fair. Confirm the date and location first, then open registration, recruit exhibitors, plan demonstrations, and check permits before ordering materials.
When should music fair exhibitors receive their information?: Send exhibitor information at least 7 days before the event. Include arrival and parking instructions, stall numbers, loading details, technical requirements, and the final program.
How long before a music fair should I test the equipment?: Complete a full equipment test at least 1 day before the fair whenever possible. On the event day, repeat the soundcheck after setup and leave at least 30 minutes before opening for troubleshooting.
How much setup time does a music fair need?: Plan for at least 2 hours when setting up registration tables, furniture, stall markers, signage, sound equipment, and lighting. Add extra time if exhibitors bring instruments or need demonstrations connected to the mixer.

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.