Shopping Center Street Fair Checklist

A shopping center street fair needs more than stalls and a published program. Start by fixing the date and route, then allow time for permits, insurance, exhibitor registrations and traffic planning. In the final week, check the floor plan, power outlets, signage, wristbands and vouchers, and confirm every performance. On the day before, chill drinks, prepare snacks and materials, and clear the route so setup can begin without blocking access.

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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

Record date and route
2 people
Submit permit application
Check insurance details
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performances
2 people
Make reservations
Assign stalls
2 people
Coordinate traffic plan
2 people
Create floor plan
Confirm exhibitors
2 people
Publish the program
Order traffic signs
Count wristbands and vouchers
2 people
Print signage
2 people
Check power outlets
2 people
Check the weather forecast
Print exhibitor list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people

Event

Clear the route
4 people
Set up traffic signs
3 people
Build party tents
6 people
Set up tables and chairs
6 people
Lay power cables
3 people
Mark the stage area
2 people
Hang up decorations
4 people
Set up signage
3 people
Connect sound equipment
2 people
Test microphone
2 people
Set up the stall tables
4 people
Set up the catering buffet
3 people
Set up info booth
2 people
Welcome exhibitors
4 people
Assign stand locations
3 people
Conduct final safety check
3 people
Welcome visitors
4 people
Staff the info desk
2 people
Serve refreshments
4 people
Refill drinks
2 people
Refill snacks
2 people
Make coffee and tea
2 people
Empty trash bins
2 people
Keep walkways clear
2 people
Guide the performances
2 people
Check the sound level
Inform exhibitors about closing
2 people
See off the last visitors
3 people

Aftercare

Close out the cash register and receipts
2 people
Escort exhibitors out
3 people
Clean up catering
3 people
Dismantle furniture
6 people
Take down party tents
6 people
Turn off the sound equipment
2 people
Remove decorations
4 people
Collect waste
5 people
Clean the grounds
4 people
Remove traffic signs
3 people
Wash dishes
3 people
Empty coolers
2 people
Inventory materials
2 people
Return rental items
2 people
Register lost and found items
Store leftover stock
2 people
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 24
Folding chairsqty 40
Bar stoolsqty 8
Buffet tablesqty 4
Clothes racksqty 12
Crowd control barriersqty 20
Folding countersqty 2

Decorations

Tableclothsqty 24
Buntingqty 12
Balloon archesqty 2
Balloonsqty 200
Welcome bannersqty 4
Directional signsqty 12
Notice boardsqty 4
Chalkboardsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 10
Power stripsqty 10
Cable traysqty 12
Cable reelsqty 4

Lighting

LED string lightsqty 10
LED spotlightsqty 6
Rechargeable lampsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice packsqty 24
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 6
Measuring cupsqty 2
Food boxesqty 12
Hand soap dispensersqty 4

Cleaning

Broom setsqty 4
Trash binsqty 12
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning glovesqty 12
Paper towel holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Safety vestsqty 12
Work glovesqty 12

Catering

Groceries

Tips

Submit the permit application and check insurance details before inviting exhibitors. Allow at least four to six weeks for approvals, especially when the fair affects roads, parking or public access.
Create the floor plan after exhibitor registrations are processed. Leave clear routes between stalls and mark positions for party tents, tables, counters, crowd-control barriers and performance equipment.
Confirm power outlets at least one week before the fair. Test speakers, the mixer and wireless microphones, then plan extension cords, power strips, cable trays and cable reels so cables do not cross walking routes.
Print directional signs, welcome banners, the program and the exhibitor list two to three days ahead. Keep spare signs and notice boards available for last-minute stall changes or access instructions.
Check the weather forecast 48 hours before opening and again on the morning itself. Use that check to confirm tents, lighting, seating and the final route-clearance plan rather than waiting until exhibitors arrive.

Frequently asked questions

How early should I apply for a shopping center street fair permit?: Apply at least four to six weeks before the event. Contact the relevant authority earlier if the route uses public roads, changes traffic flow or needs special safety arrangements.
When should I confirm exhibitors for a shopping center street fair?: Aim to confirm exhibitors one to two weeks before the fair, after registrations and dietary requirements have been processed. Send the final stall assignment and arrival instructions at least three days before setup.
How many drinks should I prepare for a shopping center street fair?: For the first hour, plan on two to three drinks per person, then about one drink per person per hour. Add extra capacity for performers, exhibitors and volunteers, and chill drinks the day before.
When should I print signs and the exhibitor list?: Print the main signage, program and exhibitor list two to three days before the event. Keep a small spare batch for changes to stall assignments, directions or performance times.

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.