Record fair checklist: organise the day without last-minute gaps

A record fair needs more than tables and sellers. You have to coordinate exhibitor registrations, pitch locations, loading access, visitor directions and a reliable checkout before doors open. This checklist puts the work in a practical order, from confirming the venue and exhibitors to testing payments and setting up the coffee station. Allow extra time for unloading, power connections and signage, because those are easy to leave until the final hour.

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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
Announce event online
Process registrations
2 people
Assign pitch locations
2 people
Confirm exhibitors
Send visitor invitations
2 people
Communicate route and parking
Check required materials
2 people
Arrange cash
Test the payment method
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Open venue
2 people
Mark the loading and unloading zone
2 people
Set up tables and racks
4 people
Hang up stand numbers
2 people
Set up the entrance and checkout
2 people
Set up sound system
2 people
Connect power and lighting
2 people
Set up coffee station
2 people
Restock toilet supplies
Check the entrance and route
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Carry out the final safety check
2 people

Event

Open the cash register
2 people
Welcome visitors
3 people
Collect and register admission
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
Empty trash bins
2 people
Check toilets periodically
Keep walkways clear
Play the music program
Inform last visitors
2 people
Close the cash register
2 people
Check out exhibitors
3 people

Aftercare

Collect lost items
2 people
Take down tables and racks
4 people
Disconnect the sound system
2 people
Remove decorations
2 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Deposit cash register takings
Thank exhibitors
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 24
High tablesqty 4
Chairsqty 12
Cash desk table
Clothes racksqty 6
Transport cartqty 2
Party tentsqty 2

Equipment

Payment terminalqty 2
Sound system
Microphone
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Decorations

Booth numbersqty 30
Directional signsqty 8
Entrance banner
Tableclothsqty 24
Arrow stickersqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 4

Office

Cash register
Cash box
Wristbandsqty 250
Printer paperqty 2
Pensqty 12
Tapeqty 6
Writing boardsqty 4
Clipboard foldersqty 4

Safety

Cable matsqty 12
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Confirm exhibitor numbers before assigning pitches, then mark each table or rack with a booth number. Keep the layout and loading route in one message so sellers know where to unload and where to park.
Test the payment terminal before opening and arrange cash for change at least one day in advance. Keep the cash desk separate from the entrance flow so visitors can pay without blocking people coming in.
Set up tables, racks and the cash desk before adding records or other stock. Leave a clear route between pitches and check that extension cords, power strips and charging stations cannot become trip hazards.
Plan drinks for the full opening period, not just the first hour. Chill drinks ahead of time, prepare coffee equipment and check cups, glasses, plates and cutlery before exhibitors arrive.
Walk the visitor route from the entrance to the toilets and main sales area before opening. Put up directional signs and arrow stickers where a first-time visitor might hesitate, rather than relying on verbal directions.

Frequently asked questions

How far in advance should I organise a record fair?: Start confirming the date, venue and exhibitors at least 8 to 12 weeks before the fair. Send visitor information and parking details during the final 2 weeks, then confirm exhibitors again a few days before opening.
How long does record fair setup take?: Allow at least 3 hours for a small venue and 4 to 6 hours when you have many tables, racks or exhibitors. Open the venue early enough to finish power, lighting, signage and the checkout before sellers begin unloading.
How should I plan the layout for a record fair?: Assign every exhibitor a numbered pitch and leave a clear aisle of about 1.5 metres where possible. Keep the entrance, checkout and loading zone separate so queues and equipment movement do not interfere with browsing.
What payment setup do I need for a record fair?: Prepare a tested payment terminal, a cash desk and enough change before the event starts. Test the terminal on the day of the fair, keep a charging option nearby and decide who handles payments during busy periods.

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.