Record Fair Checklist and Planning Guide

A record fair runs smoothly when exhibitor logistics are settled before visitor promotion begins. This checklist takes you from booking the venue and checking capacity to assigning tables, registering sellers, preparing payments and setting up on the day. Allow time for printed exhibitor lists, floor plans, price labels and power for lighting or payment equipment. The details people most often leave too late are dietary requirements, change for the cash desk, cooled drinks and transporting all materials to the venue.

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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
Check hall capacity
2 people
Invite exhibitors
2 people
Send audience invitations
2 people
Open online registration form
Register exhibitors
2 people
Assign pitch locations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Set vendor payment method
Arrange catering for vendors
Reserve drinks service
Post promotion on social media
2 people
Distribute posters
2 people
Process visitor registrations
2 people
Print exhibitor list
Print floor plan
Prepare price tags
2 people
Prepare cash register instructions
Do the shopping
2 people
Bring materials to the venue
3 people
Chill drinks
2 people
Prepare registration table
2 people
Set up the register and change
2 people
Clean the room
3 people
Bring tables to the hall
4 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Set up the exhibitor reception
2 people
Hang up signage
2 people
Lay out price lists and table cards
2 people
Check lighting and cables
2 people
Set up coffee station
2 people

Event

Register exhibitors
3 people
Guide exhibitors to tables
3 people
Unload the trays and crates
4 people
Staff the entrance desk
2 people
Hand out wristbands to visitors
2 people
Inform visitors
2 people
Walk the booths
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
Check toilets
Prepare the cash register closing
2 people
Announce the last visitors
Check out exhibitors
3 people
Remove sold materials
2 people
Close the register
2 people

Aftercare

Clear tables
4 people
Fold up the tables
4 people
Stack chairs
3 people
Wash dishes
2 people
Clean coffee station
2 people
Collect waste
2 people
Sweep and mop the hall
3 people
Remove signage
2 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Register lost and found items
Call booth holders about supplies

What to bring

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

Furniture

Foldable tablesqty 36
Chairsqty 20
Entrance table
Cash desk table
Stoolsqty 6
Clothing rack
Tableclothsqty 12
Storage cabinetsqty 2

Equipment

Cash register
Payment terminal
Cash boxesqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 8
Laptop
Printer
Label printer
Handheld microphone
USB stickqty 2

Lighting

Desk lampsqty 12
LED lampsqty 8
Light standsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Knivesqty 4
Pliersqty 4

Decorations

Booth numbersqty 36
Directional signsqty 10
Boundary postsqty 8
Barrier tapeqty 2
Welcome sign
Record fair banner
Notice boardsqty 4

Catering

Serving traysqty 4
Napkin holdersqty 6
Cooling matsqty 6
Waste binsqty 8
Cratesqty 12
Reusable serving cupsqty 20
Groceries

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand sanitizerqty 4

Other

Plastic tray binsqty 40
Record sleevesqty 200
Table displaysqty 36
Price tagsqty 500
Wristbandsqty 300
Admission ticketsqty 300
Name stickersqty 100
Pensqty 20
Waterproof markersqty 12
Tapeqty 8
Cable tiesqty 100
Scissorsqty 6
Clipboardsqty 6
Wallet pocketsqty 4

Tips

Confirm the room capacity before inviting exhibitors, then assign each seller a specific table or stand so the floor plan and printed exhibitor list match.
Set the payment process early. Prepare the cash register, payment terminal and money boxes, and get enough change before exhibitors and visitors arrive.
Collect dietary requirements when exhibitors register, not during venue setup. Catering and drinks are easier to arrange once the final vendor count is known.
Test power access for coffee machines, kettles, lamps and payment equipment at least one day ahead. Pack extension cords and power strips with the equipment they serve.
Complete the venue setup in a fixed sequence: registration table, cash desk, exhibitor tables, signage, drinks and lighting. Chill drinks before doors open and leave time to clean the room afterward.

Frequently asked questions

How early should I start planning a record fair?: Start at least 8 to 12 weeks before the fair. Book the venue and check its capacity first, then invite exhibitors and open visitor registration once the layout is realistic.
How many tables do I need for a record fair?: Plan one assigned table or stand per exhibitor, then add space for the entrance table, cash desk and any catering. Finalise the count after exhibitor registration closes so the floor plan fits the room.
When should I print the exhibitor list and floor plan?: Print both 1 to 3 days before the fair, after stand assignments and exhibitor confirmations are complete. Keep a digital copy on a laptop or USB stick in case a last-minute change occurs.
What should I prepare the day before a record fair?: Prepare price labels, cash desk instructions, registration materials and payment equipment the day before. Also check power leads, charge the payment terminal, confirm catering and move materials to the venue if access is 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.