Record Fair Checklist

A record fair needs more than confirmed dealers and a room full of tables. You also need clear booth spacing, reliable power for equipment, a working payment setup and visitor information that goes out before the day. This checklist covers the planning sequence from booking the date and location through registration, exhibitor coordination, setup and final checks. Use it to keep the practical details moving before they become last-minute problems.

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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
Record supplier terms
Open registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Confirm exhibitors
Collect dietary requirements
Order catering
Make reservations
Create the booth layout
2 people
Work out the floor plan
Check power outlets
2 people
Inform exhibitors
Schedule volunteers
Send visitor information
Prepare price lists
2 people
Make route and safety signs
2 people
Test the cash register and payment process
2 people
Check stock
2 people
Do the shopping
2 people
Collect materials
3 people
Print table numbers
Sort wristbands and badges
2 people

Event

Fill coolers
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
3 people
Lay tablecloths
2 people
Welcome exhibitors
3 people
Assign stand locations
2 people
Connect power
2 people
Connect the music
2 people
Make coffee and tea
2 people
Set out snacks
2 people
Set up the cash register
2 people
Set up the entrance and information point
2 people
Hand out price labels
2 people
Put up route signs
2 people
Carry out opening check
2 people
Welcome visitors
3 people
Provide information
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
Support exhibitors
2 people
Close the register
2 people
Wave goodbye to visitors
2 people
Check out exhibitors
2 people

Aftercare

Dismantle tables and chairs
4 people
Take down tents
4 people
Sort materials
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Remove decorations
2 people
Roll up power cables
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost property
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Chairsqty 40
Tableclothsqty 24
Stoolsqty 8
Market stallsqty 4
Plastic storage cratesqty 30

Tableware

Reusable cupsqty 200
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Compact speakersqty 2
Turntable
Card machinesqty 2
Cash boxesqty 2
Extension cordsqty 4
Power stripsqty 6
Cable matsqty 12

Decorations

Market bannerqty 2
Table numbersqty 24
Price sign holdersqty 60
Price tagsqty 200
Directional signsqty 12
Information boardsqty 4
Adhesive tapeqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

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

Catering

Groceries

Tips

Create the booth layout and floor plan before confirming every exhibitor. This lets you check table capacity, walking space, power outlets and the position of signs before setup day.
Give exhibitors clear instructions before the fair, including arrival details, table numbers, payment arrangements and any power limitations. Send visitor information separately so guests know where to go and what to expect.
Test the card machines, cash boxes and payment process before doors open, then keep a small amount of change ready. A payment problem is harder to solve once buyers are waiting at several stalls.
Plan the food and drink quantities from your registration numbers, including dietary requirements. Order catering only after those responses are collected, and check that coffee equipment, cups, plates and serving items are available.
Do a final stock and equipment check at least one day before the fair. Count tables, chairs, tablecloths, signs, badges, wristbands, extension cords and cable mats rather than assuming they are already at the venue.

Frequently asked questions

How far in advance should I organise a record fair?: Start booking the date and location at least 8 to 12 weeks ahead. Open registration and begin promotion once the venue is confirmed, so exhibitors have time to commit and visitors can plan their trip.
How many tables do I need for a record fair?: Count one table space for each confirmed exhibitor, then add any tables needed for registration, catering, payments and information. Finalise the floor plan before the event and leave clear walking routes between booths.
When should I send record fair invitations and visitor information?: Send exhibitor invitations as soon as the date and location are confirmed, ideally 6 to 8 weeks before the fair. Send final visitor information about 7 days beforehand, including directions, opening times and payment details.
When should I test the payment equipment for a record fair?: Test card machines, cash boxes and the full payment process at least 24 hours before opening. Check power outlets, extension cords and power strips during setup, and keep a backup payment method available.

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.