Record fair checklist: what to arrange and when

A record fair needs more than tables and sellers. You have to map the sales floor, agree vendor terms, process registrations and prepare a reliable payment setup before doors open. This checklist covers the full sequence, from confirming the venue and promoting registration to chilling drinks and opening the space. Use it to keep seller communication, equipment, catering and volunteer duties on schedule, especially during the final week when small omissions become difficult to fix.

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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
Create the trade show floor plan
2 people
Arrange the sales tables
2 people
Draft vendor terms
Contact sellers
2 people
Open registration form
Send invitations
2 people
Post online promotion
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm vendors
2 people
Make reservations
Order catering
Choose payment method
2 people
Create cash register instructions
Publish the program
Assign volunteers
2 people
Print the run sheet
Prepare name badges
Check power outlets
2 people
Set out promotional materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Receive deliveries
2 people
Set up tables
6 people
Set up chairs
4 people
Mark seller stalls
3 people
Mark entrance and exit
2 people
Hang up signage
2 people
Hang decorations
3 people
Connect lighting
2 people
Connect the sound system
2 people
Test the background music
Set up coffee station
2 people
Set up bar stock
2 people
Set up the cash register
2 people
Count cash
2 people

Event

Receive vendors
4 people
Direct vendors to tables
3 people
Welcome visitors
3 people
Collect admission
2 people
Hand out wristbands
2 people
Inform visitors
2 people
Guide record listening
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Secure cash
2 people
Inform last visitors
2 people
Check out vendors
3 people
Close the register
2 people

Aftercare

Turn off the sound system
Remove decorations
3 people
Take down tables and chairs
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the bar and coffee station
3 people
Clean the floor
3 people
Collect lost and found items
2 people
Lock up the venue
2 people
Return rental items
2 people
Store leftover stock
2 people
Remove posters
2 people

What to bring

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

Furniture

Sales tablesqty 40
Chairsqty 60
Folding table for the entrance
Folding bar tableqty 2
Bar stoolsqty 4
Clothes racksqty 2
Bollardsqty 8
Storage boxesqty 12

Equipment

Cash register
Payment terminalqty 2
Sound system
Speakersqty 2
Mixer
Turntablesqty 2
Turntablesqty 2
Headphonesqty 4
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Label printer
Handheld microphone
Walkie-talkiesqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Pitcherqty 4
Thermos flasksqty 4
Serving spoonsqty 6
Sugar bowlsqty 3

Kitchen

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Ice packsqty 24
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Pliersqty 6

Decorations

Record fair bannersqty 3
Postersqty 30
Directional signsqty 12
Tableclothsqty 40
Name badgesqty 80
Badge holdersqty 80
Balloonsqty 100
Clothespinsqty 100

Lighting

LED light stringsqty 6
LED lampsqty 10
Desk lampsqty 6
Night lightsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Create the floor plan before arranging the sales tables. Mark entrances, walkways, power outlets, the cash register and any listening or DJ equipment so sellers do not have to be moved later.
Set a clear registration deadline and confirm vendors after it closes. Send each seller the arrival time, table allocation, vendor terms and payment instructions in one message rather than relying on separate updates.
Test the cash register and payment terminal before event day, then write simple cash register instructions. Keep a backup payment or cash procedure ready in case the terminal loses power or connection.
Check every power outlet against the equipment you plan to use, including turntables, speakers, the mixer, charging stations and label printer. Bring extension cords and power strips only after confirming their placement and cable routes.
Print the run sheet, name badges and programme before opening day. Assign volunteers to specific jobs, and chill drinks and set out cups, glasses, mugs and serving equipment before sellers and visitors arrive.

Frequently asked questions

How far in advance should I organise a record fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow time for vendor terms, seller registration, promotion, catering and volunteer assignments.
When should record fair seller registration close?: Close registration at least 10 to 14 days before the event. This gives you time to process registrations, confirm vendors, create the floor plan and send final table and arrival details.
How many tables do I need for a record fair?: Base the number on confirmed sellers and the table allocation in your floor plan, then add at least 10% spare capacity if the venue allows it. Check aisle widths and leave clear access to entrances, payment points and power outlets.
What should I prepare the day before a record fair?: Print the run sheet and name badges, check the payment equipment and power setup, confirm volunteers and prepare promotional materials. Keep drinks chilled and complete shopping early enough that missing supplies can still be replaced.

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.