Regional produce fair checklist

A regional produce fair needs more than a row of stalls and a date. You need to secure the venue and permits, recruit producers, map every pitch, and confirm deliveries before promotion gathers pace. Food service also needs early planning: dietary requirements, chilled storage, coffee equipment, drinks and reusable tableware are easy to underestimate. Use the checklist to work from the first booking through exhibitor confirmations, setup, signage and closing arrangements.

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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

Set date and opening hours
2 people
Reserve the fair venue
Apply for required permits
Check insurance
Draft participant terms and conditions
2 people
Contact local producers
3 people
Open the registration form
Register exhibitors
2 people
Collect dietary requirements
Send invitations
2 people
Publish promotional text
Create Trade Show Floor Plan
2 people
Assign pitch locations
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Confirm delivery arrangements
2 people
Calculate catering quantities
2 people
Order drinks and coffee
Reserve coolers
Reserve extra tables and chairs
Arrange waste disposal
Check electricity and lighting
2 people
Design signage
Prepare name badges
2 people
Create price lists and signs
2 people
Print program for visitors
Send exhibitor information
Check the weather forecast
Do the shopping
3 people
Check fresh produce
2 people
Chill drinks
2 people
Clean the venue
3 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Connect the coolers
2 people
Lay out power cables safely
2 people
Hang lighting
3 people
Set up signage
2 people
Set up registration desk
2 people
Set up tasting stations
4 people
Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Place products on the stands
6 people
Hang up price lists
3 people
Set up the coffee station
2 people
Prepare snacks
4 people
Lay out crockery and cutlery
2 people
Check toilets
Conduct a safety check
2 people
Brief the team at the desk
2 people

Event

Open the doors
2 people
Register visitors
3 people
Welcome visitors
2 people
Staff the booths
12 people
Serve tastings
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Clear tables during the event
2 people
Serve the final tastings
3 people
Inform visitors about closing
2 people
Close the sales counters
12 people
Guide visitors to the exit
2 people

Aftercare

Collect tableware
3 people
Gather remaining products
4 people
Empty coolers
2 people
Sort waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Switch off equipment
2 people
Leave venue spotless
4 people
Wash dishes
3 people
Clean coolers
2 people
Label and store materials
3 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Return Leftover Supplies to Vendors
2 people
Collect lost property
Answer visitor questions

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 18
Foldable tablesqty 10
Bistro tablesqty 8
Folding chairsqty 60
Tableclothsqty 18
Stoolsqty 12
Clothes racksqty 4
Storage cratesqty 24

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 24
Serving plattersqty 24
Cutting boardsqty 12
Bread knivesqty 8

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 8
Cash registersqty 4
Card machinesqty 4
Handheld microphone
Megaphone
Wireless walkie-talkiesqty 6
Speakersqty 2
Tablet for registrationqty 2
Charging stationsqty 3
Fire extinguishersqty 4
Flashlightsqty 6
First aid kitsqty 2
Hand trucksqty 3

Lighting

String lightsqty 8
Work lightsqty 4
Battery lanternsqty 6

Decorations

Regional flagsqty 12
Chalkboardsqty 20
Chalk markersqty 24
Flower arrangementsqty 12
Wooden cratesqty 30
Decorative basketsqty 12
Table runnersqty 18
Directional signsqty 12
Entrance bannersqty 2
Info boardsqty 4
Name badgesqty 60
Badge holdersqty 60
Wristbandsqty 250
Program cardsqty 250
Route arrowsqty 16

Kitchen

Large carving knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Serving tongsqty 12
Thermos flasksqty 8
Bottle openersqty 8
Serving traysqty 8
Food containers with lidsqty 16
Cooling matsqty 12
Thermometersqty 4
Allergen labelsqty 200
Food coversqty 24
Measuring spoonsqty 6
Bread basketsqty 12
Bottle racksqty 6

Catering

Groceries

Cleaning

Waste binsqty 12
Glass binsqty 3
Broom setsqty 4
Floor squeegeesqty 3
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Towel rollsqty 8

Tips

Set the date, opening hours and venue before inviting producers. Apply for permits and check insurance early, because approvals or missing cover can affect the layout, trading conditions and event schedule.
Give exhibitors a clear deadline for registration and ask about dietary requirements at the same time. Confirm each producer, pitch location and delivery arrangement in writing rather than relying on informal replies.
Draw the floor plan before ordering extra furniture. Count market stalls, tables, chairs and power points by pitch, then check that refrigerators, coolers and extension cords can reach the equipment that needs them.
Calculate food and drinks from the opening hours and expected attendance, not from a single headcount. Order coffee, water and other drinks early, and reserve coolers, coffee machines and kettles before local suppliers are booked out.
Prepare practical information at least several days before opening: name badges, price lists, directional signs and exhibitor instructions. Test card machines, cash registers, lighting and the handheld microphone during setup, not when visitors arrive.

Frequently asked questions

How early should I start organising a regional produce fair?: Start at least 8 to 12 weeks before the fair. Secure the date, venue, permits and insurance first, then allow several weeks to recruit producers, process registrations and confirm pitch assignments.
When should exhibitors register for a regional produce fair?: Set the registration deadline 3 to 4 weeks before opening day. Use the final week to confirm exhibitors, collect delivery details and complete the trade show floor plan without last-minute gaps.
How many tables and chairs do I need for a produce fair?: Count furniture by exhibitor pitch and add a 10% contingency where space allows. Include separate seating and bistro tables for visitors, plus extra foldable tables for registration, catering and equipment.
How much coffee and drinking equipment is needed for the fair?: Base the order on expected visitors and opening hours, then add a 10% buffer for cups, water glasses and reusable tableware. Reserve coffee machines, kettles, coolers and refrigerators several weeks ahead, especially if the fair is held during a busy season.

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