Record Fair Checklist

A record fair depends on more than inviting sellers and putting out tables. You need confirmed trading terms, a clear vendor layout, working payment options and enough time to load, set up and test equipment. This checklist puts the work in a practical order, from confirming the venue and registrations to marking tables and opening the doors. It also covers details that are easy to leave until the last day, including change, power access, printed signs and labelled boxes.

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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 location and date
Reserve venue and tables
Set exhibition terms
2 people
Invite vendors
2 people
Process registrations
2 people
Record vendor payments
Collect dietary requirements
Create vendor assignments
2 people
Send vendor confirmations
Publish visitor information
Create a visitor map
Schedule volunteers for shifts
Check power outlets
2 people
Do the shopping
2 people
Prepare cash change
Test card reader
Print signage
Print vendor lists
Collect materials by zone
2 people
Label boxes and crates
2 people
Load transport to the venue
3 people
Open venue
2 people
Set up tables and chairs
4 people
Mark vendor spots
2 people
Place tablecloths and bins
3 people
Set up the registration desk
2 people
Set up catering point
2 people
Chill drinks
2 people
Hang up signage
2 people
Check lighting and cables
2 people

Event

Receive vendors
3 people
Guide sellers to their places
2 people
Staff entrance and visitor registration
2 people
Staff the catering point
2 people
Serve coffee and tea
Refill drinks
Empty trash bins
Check toilets periodically
Handle vendor questions
Give the final signal to sellers
Ensure visitors leave safely
2 people

Aftercare

Count cash and card takings
2 people
Gather sales materials
3 people
Take down tables and chairs
4 people
Sort and remove waste
2 people
Clean the venue
3 people
Return materials
2 people
Register lost and found items
Finalize vendor payments
Send a thank-you message to vendors

What to bring

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

Furniture

Tablesqty 28
Chairsqty 24
Tableclothsqty 28
Clothes racksqty 4
Folding stoolsqty 4

Equipment

Payment terminal
Cash register
Sound system
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6

Lighting

LED lightsqty 8
Battery lanternsqty 4

Decorations

Wayfinding signsqty 12
Directional signsqty 16
Table numbersqty 28
Name badgesqty 40
Tapeqty 6
Cable tiesqty 100

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Serving traysqty 6
Thermos flasksqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Cooling matsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Office

Registration formsqty 100
Pensqty 20
Clipboardsqty 4
Notepadsqty 6
Price tagsqty 200
Cash drawer
Change boxesqty 2
Calculatorsqty 2

Safety

First aid kit
Flashlightsqty 3
Fire blanketsqty 2

Tips

Confirm the venue, date, table supply and fair conditions before inviting vendors. Sellers need the trading hours, table details and payment arrangements before they commit.
Set a registration and payment deadline several days before the fair. That gives you time to record vendor payments, collect dietary requirements and send confirmations without chasing people during setup.
Build the vendor layout around the tables and available power outlets, then mark each spot before sellers arrive. Keep powered equipment, coffee service and walkways clear rather than solving the layout on the morning.
Test the payment terminal, cash register, sound system and extension leads before loading the transport. Prepare cash change in advance and pack power strips, cable ties and tape together so small setup problems do not stop opening.
Pack materials by zone and label every box or crate, including signage, vendor paperwork, table numbers and catering supplies. Schedule volunteer shifts with an opening setup period, not only during visitor hours.

Frequently asked questions

How far in advance should I organise a record fair?: Start confirming the venue, date and tables at least 8–12 weeks before the fair. Invite vendors as soon as the trading conditions and registration process are fixed, then set a payment deadline several days before the event.
How many tables do I need for a record fair?: Plan one table per confirmed vendor unless your agreed format gives sellers a different amount of space. Add a separate count for registration, payments, refreshments, storage and any clear routes required by the venue.
What should I prepare the day before a record fair?: Print the visitor information, vendor list, table numbers and direction signs the day before. Also test the payment terminal, prepare cash change, label boxes by zone and confirm volunteer shifts before loading the transport.
How early should vendors arrive at a record fair?: Give vendors a specific arrival window at least 60–90 minutes before visitors enter. Use that time to open the venue, set up tables and chairs, mark vendor spots, check power and keep walkways clear.

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.