Musical Instrument Fair Checklist

Organising a musical instrument fair involves more than booking a venue and inviting sellers. You need a clear floor plan, confirmed participants, labelled instruments, reliable payment arrangements and enough time to set up tables and stands. Work through the plan in order: secure the date and location, open registration, confirm pitches, publish visitor details, then prepare equipment and the entrance desk. This checklist helps you spot the details that are often left until the last minute.

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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
Draft participant terms and conditions
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
Update participant list
Collect dietary requirements
Confirm vendors by phone
2 people
Assign pitch locations
2 people
Make reservations
Publish visitor information
Prepare name badges
2 people
Print booth numbers
Print maps
Lay out wristbands
Check payment method
Do the shopping
2 people
Prepare instrument labels
2 people
Set up the register and change
2 people
Bring materials to the venue
3 people
Check the venue floor
2 people
Unload tables
4 people
Unload chairs
3 people
Set up the entrance desk
2 people
Set up sales tables
4 people
Set out chairs
3 people
Set up the demo area
3 people
Assign changing rooms for vendors
Check power outlets
2 people
Lay extension cords
2 people
Hang lighting
2 people
Hang up signage
2 people
Place booth numbers
2 people
Test demonstration equipment
2 people
Set sound level
2 people
Set out coffee and tea
2 people
Fill coolers
2 people
Set out snacks
2 people
Check toilets

Event

Staff the entrance desk
2 people
Receive vendors
3 people
Register visitors
2 people
Hand out wristbands
Hand out maps
Guide vendors to booths
2 people
Announce Demonstrations
Guide the demonstration area
2 people
Check the sound level
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
Check toilets periodically
Answer visitor questions
2 people
Register lost and found items
Announce final sales round
Guide visitors to the exit
2 people
Check out vendors
2 people

Aftercare

Clear the sales tables
4 people
Switch off the demonstration equipment
2 people
Remove extension cords
2 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Fold up the tables
4 people
Stack chairs
3 people
Clean the venue
3 people
Clean the restrooms
2 people
Close the register
2 people
Reload materials
4 people
Return borrowed items
2 people
Clear away leftover groceries
Handle lost and found
Send thank-you message to participants
Share photos with participants

What to bring

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

Furniture

Sales tablesqty 30
Chairsqty 60
Entrance desk
Folding chairsqty 8
Stoolsqty 12
High tablesqty 6
Clothes racksqty 2
Table runnersqty 30

Equipment

Music standsqty 10
Keyboard standsqty 4
Guitar standsqty 12
Microphone standsqty 4
Microphonesqty 4
Compact speakersqty 2
Mixer
DI boxesqty 2
Headphonesqty 6
Headphone amplifiersqty 2
Laptop
Printer
Mobile payment terminalsqty 2
Cash register
Walkie-talkiesqty 4
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 4
Cable matsqty 20

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Decorations

Trade show bannersqty 4
Wayfinding signsqty 10
Booth number cardsqty 30
Directional signsqty 8
Table décorqty 12
Adhesive stripsqty 4
Table clampsqty 30

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Waste binsqty 8
Corkscrewsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
All-purpose cleanerqty 3
Glass cleanerqty 2
Toilet cleanerqty 2

Catering

Groceries

Tips

Confirm the floor plan before assigning pitches. Leave clear routes between sales tables and allow space for instrument cases, music stands and visitors to stop without blocking the entrance.
Close registrations early enough to update the participant list, collect dietary requirements and confirm vendors by phone. Calling even a few days before the fair can reveal cancellations that would otherwise leave empty pitches.
Prepare identification materials before setup day. Print booth numbers, maps and name badges, and label instruments in advance so sellers are not trying to organise them while visitors are arriving.
Test payment terminals, the cash register, printer and change before opening. Keep a separate backup payment method available, because a busy entrance desk is the wrong place to discover that a terminal has not connected.
Bring power strips, extension cords, cable reels and cable mats together with the audio equipment. Check the venue floor before unloading tables, and secure cables before microphones, speakers or stands are placed in public areas.

Frequently asked questions

How early should I start organising a musical instrument fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow time to publish registration, process applications, assign pitches and send visitor information.
When should musical instrument fair registrations close?: Close registrations around 2 to 3 weeks before the event. This gives you time to confirm vendors, update the participant list, assign pitch locations and print booth numbers, maps and badges.
How many tables and instrument stands do I need?: Plan one sales table or allocated display area per confirmed vendor, then add spare capacity if the venue allows it. Count guitar stands, keyboard stands, music stands and other display equipment from the final participant list rather than estimating from expected visitor numbers.
What should I check on the morning of a musical instrument fair?: Allow at least 2 to 3 hours for unloading, checking the floor, arranging tables, setting up the entrance desk and testing payments. Complete cable safety, lighting, labels, maps and wristbands before doors open.

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.