Record fair checklist: what to arrange and when

A record fair needs more than tables and sellers. You have to confirm the venue, recruit and register exhibitors, plan the booth layout, promote the event and prepare visitor information. Food, drinks and payment facilities need ordering early, while signage, cash handling and loading access matter on the day itself. Use this checklist to keep the planning sequence clear and avoid last-minute problems with power, table numbers, exhibitor details or setup time.

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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
Invite exhibitors
2 people
Send visitor invitations
2 people
Create online event
Register exhibitors
2 people
Create the booth layout
2 people
Process registrations
2 people
Collect dietary requirements
Order food and drinks
Prepare payments
Send exhibitor information
Design signage
Print signage
Print exhibitor list
Withdraw petty cash
Do the shopping
2 people
Collect materials
2 people
Label crates and bins
2 people
Set out record sleeves
2 people
Prepare the cash register
2 people
Open venue
2 people
Clear the loading and unloading area
2 people
Conduct a safety check
2 people
Set up tables
4 people
Set up chairs
2 people
Hang up stand numbers
2 people
Hang up signage
2 people
Check the lighting
2 people
Connect the sound system
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Test the cash register and card terminal
2 people
Set up the registration table
2 people

Event

Welcome exhibitors
3 people
Guide vendors to their spots
3 people
Check access and tickets
3 people
Welcome visitors
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Collect tableware
Check tables and walkways
2 people
Empty trash bins
Play the music program
Announce final sales round
Guide visitors to the exit
2 people
Check out exhibitors
3 people

Aftercare

Close the register
2 people
Collect unsold stock
3 people
Clear tables and chairs
4 people
Disconnect sound system
2 people
Wash dishes
2 people
Clean coffee station
2 people
Collect waste
2 people
Clean the venue
3 people
Remove signage
2 people
Load materials
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 24
Chairsqty 30
Registration desk
Coffee tableqty 2
Clothes racksqty 2
Cratesqty 40
Storage boxesqty 12

Equipment

Payment terminal
Sound system
Laptop
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 6
Coolersqty 4
Coffee machinesqty 2

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 40
Serving plattersqty 8
Serving tongsqty 4

Decorations

Booth numbersqty 24
Tableclothsqty 24
Record fair bannersqty 4
Directional signsqty 12
Information boardsqty 6
Price listsqty 30

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Ice packsqty 16
Serving plattersqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries

Tips

Confirm the venue and date before inviting exhibitors, then give sellers a clear registration deadline. Allow at least two weeks between the registration deadline and the fair so you can finalise the booth layout and print the exhibitor list.
Create the booth layout after registrations close, including booth numbers, tables, access routes and a clear loading and unloading area. Leave enough space for crates and storage boxes without blocking visitor circulation.
Send exhibitor information several days before the fair with arrival times, unloading instructions, booth numbers, payment arrangements and what each seller needs to bring. This prevents repeated questions and keeps setup moving.
Order food and drinks based on the number of exhibitors, staff and expected visitors, and collect dietary requirements before ordering. Prepare coffee equipment, cups, glasses, plates and serving utensils before opening the venue.
Prepare payments before the day starts: test the payment terminal, organise the cash register and withdraw petty cash in advance. Also check extension cords, power strips, lamps and the sound system during the safety check rather than after exhibitors arrive.

Frequently asked questions

How far in advance should I organise a record fair?: Start planning at least 8 to 12 weeks before the event. Confirm the date and venue first, then allow time to invite exhibitors, process registrations, promote the fair and order supplies.
When should record fair exhibitor registration close?: Close registration about 2 to 3 weeks before the fair. That gives you enough time to create the booth layout, assign booth numbers, print the exhibitor list and send final instructions.
How many tables do I need for a record fair?: Count one table position for each confirmed exhibitor, then add tables for registration, refreshments and any information area. Finalise the number after registrations close, because the booth layout and available venue space determine the practical total.
What should I prepare on the morning of a record fair?: Open the venue early enough to clear loading access, set up tables and chairs, place booth numbers and signage, prepare the registration desk and test payments and power. Allow at least 2 hours for setup, plus extra time if exhibitors unload crates themselves.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.