School Fair Checklist and Planning Guide

A school fair needs more than stalls and a date. You have to coordinate permits, suppliers, volunteers, registrations, food information, power and payments before families arrive. Start with the programme and site layout, then work through bookings, staffing and equipment. In the final week, confirm every delivery, check stock and label each stall. This checklist gives you a practical order for organising the fair, including details that are often left until the last few days.

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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 the date and program
2 people
Check permits
Check insurance
Reserve suppliers
Contact stallholders
3 people
Send invitations
3 people
Open the registration form
Post a social announcement
2 people
Create a site map
2 people
Set up stalls
2 people
Map out power outlets
2 people
Process registrations
2 people
Collect dietary requirements
Confirm booth rental
Register volunteers
2 people
Create the volunteer schedule
2 people
Confirm deliveries
Compile a price list
2 people
Choose payment method
2 people
Order cash
Make stall labels
2 people
Design route signs
2 people
Create safety instructions
2 people
Check the shopping list
2 people
Check stock
2 people
Have printed materials made
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Set out clothing and materials
2 people
Prepare cash registers
2 people
Check the weather forecast
Clear the site
4 people
Build the stalls
6 people
Set up party tents
4 people
Set up tables
4 people
Set out chairs
3 people
Lay power cables
3 people
Hang lighting
3 people
Hang decorations
4 people
Attach stall labels
2 people
Put up route signs
2 people
Set out game materials
3 people
Set up the catering stand
4 people
Set up coffee station
2 people
Prepare snacks
4 people
Lay out crockery and cutlery
2 people
Test cash registers
2 people
Brief volunteers
3 people
Check toilets
2 people
Place waste stations
2 people

Event

Announce the opening
2 people
Welcome visitors
3 people
Staff the booths
12 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Supervise game activities
4 people
Supervise kids' area
2 people
Keep the grounds clean
2 people
Check toilets periodically
2 people
Collect lost and found items
Skim cash registers periodically
2 people
Turn on evening lighting
2 people
Announce final sales
Close out the registers
2 people
See visitors out
3 people

Aftercare

Clear away food and drinks
4 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down the stalls
6 people
Take down party tents
4 people
Deep clean the grounds
5 people
Inventory materials
2 people
Sort borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Securely deposit cash takings
2 people
Check invoices
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 16
Beer tablesqty 6
Folding chairsqty 80
Stall shelvesqty 12
Stall tableclothsqty 12
Clothes racksqty 6
High tablesqty 6
Storage cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 100
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 10
Cash boxesqty 4
Card machinesqty 2
Handheld megaphone
Cable reelsqty 4
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Bottle openersqty 6
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpsqty 3
Table décorqty 20
Directional signsqty 12
Stall signsqty 16
Tapeqty 10
Cable tiesqty 100

Lighting

String lightsqty 8
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Trash bag holdersqty 8
Toilet brushesqty 4
Toilet matsqty 6
Paper dispensersqty 6
Cleaning glovesqty 8
Recycling binsqty 6
Water extractors

Catering

Groceries
Receiptsqty 500
Napkin holdersqty 12
Drink dispensersqty 4
Cool bagsqty 10
Food warmersqty 6
Thermos cupsqty 30
Pitcherqty 6
Food containersqty 12
Allergen cardsqty 40
Price tagsqty 80

Sports equipment

Tin can toss gameqty 2
Ring toss gameqty 2
Conesqty 20
Skipping ropesqty 8
Footballsqty 4
Goal postsqty 2
Hoopsqty 8
Game tokensqty 500
Trophiesqty 20
Prizesqty 60

Tips

Set the date, programme and permit requirements first. Allow at least 8 weeks to confirm insurance, suppliers, stallholders and any approval needed for the site.
Draw the site plan before hiring furniture. Mark every market stall, tent, table, seating area, entrance, route sign and power outlet so extension cords and cable reels do not become a last-minute problem.
Open registrations early and collect dietary requirements in the same form. Set a closing date at least 10 days before the fair, giving food sellers time to plan suitable options.
Build the volunteer rota around specific shifts rather than general promises. Cover setup, registration, stall support, refreshments, cash handling, safety and cleanup, with at least one named person responsible for each area.
Prepare payments and signage before the final week. Decide whether each stall takes cash, cards or both, order cash in advance, test card machines, and print price lists, stall labels and route signs.

Frequently asked questions

How early should I start organising a school fair?: Start at least 8 weeks before the event. That gives you time to confirm the date and programme, check permits and insurance, recruit stallholders and volunteers, and arrange tents, stalls and equipment.
How many volunteers do I need for a school fair?: Plan one named volunteer for each active area or shift, plus two people for setup and two for cleanup. Finalise the rota at least 2 weeks before the fair and include cover for breaks and no-shows.
When should school fair registrations close?: Close registrations around 10 days before the fair. Use the final list to confirm numbers, collect dietary requirements, prepare payments and adjust the quantities of cups, plates, cutlery and refreshments.
When should I check the school fair equipment?: Check the shopping list and existing stock 7 days before the event, then inspect hired items when they arrive. Test coffee machines, kettles, card machines, rechargeable lights and every extension cord before opening.

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.