Record Fair Checklist

A record fair needs more than tables and sellers. You need enough lead time to recruit exhibitors, publish clear visitor information, assign stalls and prepare an entrance that works from the first arrival. This checklist covers the planning sequence, including payment setup, catering, floor plans, signage and equipment for the day itself. Use it to keep exhibitor details current and prevent last-minute problems with power, cash, refreshments or table space.

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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 exhibitors
2 people
Write promotional copy
Publish event online
Design posters
Have posters printed
Hang posters
2 people
Process registrations
Confirm exhibitors
Update the exhibitor list
Coordinate table size
Assign stalls
2 people
Inform exhibitors
Create floor plan
Set the admission price
2 people
Design entrance sign
Prepare the payment method
2 people
Assign volunteers
2 people
Collect dietary requirements
Order catering
Check the shopping list
2 people
Arrange the cash register and change
2 people
Assemble the music playlist
Prepare signage
Make number signs
Print visitor information
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect materials
2 people
Open venue
2 people
Check floor and entrance
2 people
Bring tables to the hall
4 people
Set up tables
4 people
Set up chairs
3 people
Number the stands
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Set up sales tables
6 people
Set up the entrance desk
2 people
Set up the cloakroom
2 people
Connect the sound system
2 people
Test the music
2 people
Set up coffee station
2 people
Fill coolers
2 people
Set out snacks
2 people
Set up signage
2 people
Place the entrance sign
Check toilets

Event

Staff the cash register
2 people
Welcome visitors
2 people
Staff the cloakroom
Staff the information desk
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Collect waste
Check toilets periodically
Check the music volume
Inform last visitors
2 people
Close the register
2 people
Lock the cloakroom
See exhibitors off
3 people

Aftercare

Clear sales tables
6 people
Fold up the tables
4 people
Stack chairs
3 people
Turn off the sound system
2 people
Clear away catering
2 people
Wash dishes
2 people
Empty the coolers
Collect waste
2 people
Sweep hall
2 people
Mop the hall
2 people
Clean the restrooms
2 people
Remove signage
2 people
Remove decorations
2 people
Sort materials
2 people
Pack supplies
2 people
Collect lost and found items
Perform final venue check
2 people
Lock up the venue
2 people
Return materials
2 people
Store proceeds safely
2 people
Process leftover catering

What to bring

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

Furniture

Tablesqty 42
Chairsqty 24
Folding table at entrance
Catering folding tableqty 2
Coat rackqty 2
Clothes hangersqty 80
Stoolsqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 6
Cash box
Payment terminal
Calculatorqty 2
Coolersqty 4
Thermos flasksqty 4
Kettleqty 2
Coffee machinesqty 2
Hand trucksqty 2
Laptop
USB sticksqty 2
Charging stationsqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 4
Small bowlsqty 8

Kitchen

Serving plattersqty 8
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 4
Kitchen knivesqty 2
Measuring cupsqty 2
Cratesqty 12
Storage binsqty 8
Cooling matsqty 8
Thermometer

Decorations

Tableclothsqty 42
Disposable table skirtsqty 4
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Number signsqty 42
Directional signsqty 12
Entrance sign
Information boardsqty 4
Notice boardsqty 4
Tapeqty 6
Cable tiesqty 100
Table numbersqty 42
Clothespinsqty 50
Ropeqty 2
Markersqty 2
Permanent markersqty 6
Notepadsqty 6
Ballpoint pensqty 20

Catering

Groceries

Cleaning

Waste binsqty 8
Deposit binsqty 2
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Rubber glovesqty 6
Toilet brushesqty 2

Lighting

LED string lightsqty 6
Standing lampsqty 4
Batteriesqty 24

Tips

Confirm the venue, date and table capacity before inviting exhibitors. Once registrations start, record each seller’s requirements and use the final list to assign stalls rather than guessing from early replies.
Publish the admission price and event details as soon as the date is fixed, then allow at least two weeks for posters and online promotion to reach visitors. Update the exhibitor list whenever a seller confirms or cancels.
Create the floor plan after table sizes are confirmed, leaving clear routes to the entrance, stalls, catering and coat area. Number every stall and give exhibitors their assigned position before the event.
Test the payment terminal, cash box, calculator and change before opening. Keep a separate entrance table and decide who handles cash and who checks electronic payments so queues do not build up.
Prepare refreshments around the number of exhibitors, volunteers and expected visitors, and check dietary requirements before ordering. Set out cups, plates, serving utensils, thermos flasks or coffee equipment early enough that catering does not compete with setup time.

Frequently asked questions

How far in advance should I organise a record fair?: Start at least 8 to 12 weeks before the event. Confirm the venue and date first, then invite exhibitors, publish the event, print posters and finalise the stall plan during the final two weeks.
How do I plan stalls for a record fair?: Confirm the size and number of tables before assigning stalls. Draw the floor plan once registrations are closed or nearly final, number each position, and send the allocation to exhibitors at least 7 days before the fair.
What payment setup do I need for a record fair entrance?: Prepare both the chosen electronic payment method and a cash box with change. Test the terminal and count the starting float before doors open, with one person responsible for payments and another for welcoming visitors when possible.
When should I arrange catering for a record fair?: Collect dietary requirements while exhibitor registrations are being processed and place the catering order at least 5 to 7 days in advance. Check quantities and serving equipment again on the day before setup.

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.