Stamp Fair Checklist and Planning Guide

A stamp fair needs more than exhibitor tables and a date. You need a clear room layout, an accurate exhibitor list, a registration process and practical visitor information before the day begins. This checklist covers the full sequence, from reserving the room and inviting exhibitors to preparing badges, signage, refreshments and the registration desk. Use it to spot details that are often left until the last minute, such as dietary requirements, power access and table numbers.

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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

Reserve the room
Set the trade fair date
Draw the room layout
Create exhibitor list
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign table seating
2 people
Confirm exhibitors
Publish visitor information
Hang up promotion
2 people
Prepare name badges
2 people
Create table numbers
Print signage
Print registration forms
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Set up catering
2 people
Prepare the cash register
2 people
Transport materials
3 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
3 people
Place tablecloths
3 people
Set up display cases
3 people
Set up registration desk
2 people
Set up signage
2 people
Set up coffee station
2 people
Connect lighting
2 people
Check equipment

Event

Welcome exhibitors
3 people
Direct exhibitors to the tables
2 people
Staff the entrance
2 people
Welcome visitors
2 people
Distribute program
Serve coffee
2 people
Refill drinks
2 people
Refill snacks
2 people
Do room rounds
2 people
Answer visitors' questions
2 people
Register lost property
Inform last visitors
2 people
Check out exhibitors
2 people

Aftercare

Close out cash and administration
2 people
Empty the display cases
3 people
Take down tables and chairs
4 people
Load materials
3 people
Collect waste
3 people
Clean the room
3 people
Wash dishes
2 people
Lock up the venue
Return materials
2 people
Store leftover stock
2 people
Send thank-you message

What to bring

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

Furniture

Exhibition tablesqty 20
Chairsqty 50
Registration desk
Display casesqty 4
Tableclothsqty 20

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 6
Magnifying glassesqty 12
Desk lampsqty 8
Cash box

Tableware

Coffee mugsqty 60
Drinking glassesqty 60
Pastry platesqty 50
Teaspoonsqty 60
Serving tongsqty 4

Office

Name badgesqty 40
Table number cardsqty 20
Registration formsqty 100
Program leafletsqty 150
Pensqty 12
Price tagsqty 200
Adhesive tapeqty 6
Notepadsqty 6
Envelopesqty 100

Decorations

Signage boardsqty 12
Information boardsqty 6
Stamp imagesqty 20

Kitchen

Thermos flasksqty 4
Serving plattersqty 6
Cutting boardsqty 2

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the room layout before confirming exhibitors. Mark exhibition tables, the registration desk, display cases, seating and clear walking routes so you know exactly how many tables and chairs the room can hold.
Open registration early enough to process responses and collect dietary requirements before catering is ordered. Keep one final exhibitor list for table assignments, name badges and visitor information.
Check power access during the venue visit, especially for coffee machines, kettles, desk lamps and display equipment. Count extension cords and power strips rather than assuming the room has enough sockets.
Prepare table numbers, price tags, name badges, signage boards and information boards before setup day. Print a few spare registration forms and bring extra pens, adhesive tape and notepads for changes at the desk.
Treat drinks and catering as a timed task: chill drinks before doors open, set up coffee and tea equipment before exhibitors arrive, and place serving tongs, mugs, glasses and pastry plates where they can be replenished easily.

Frequently asked questions

How far in advance should I organise a stamp fair?: Reserve the room and set the date at least 8 to 12 weeks ahead. Open exhibitor registration soon after, leaving the final 1 to 2 weeks for confirmations, table assignments, printing and shopping.
When should stamp fair exhibitors receive their table assignment?: Send table assignments after registrations have been processed and no later than 7 days before the fair. This gives exhibitors time to check their details and lets you print accurate table numbers and badges.
How many tables do I need for a stamp fair?: Start with one exhibition table per confirmed exhibitor, then add space for the registration desk, display cases and catering. Add at least 10% spare capacity if the room allows it, because late changes and shared displays are common.
What should I prepare the day before a stamp fair?: Pack printed forms, badges, table numbers, signage, price tags, pens, tape and program leaflets in clearly labelled boxes. Chill drinks, check the cash box and confirm the venue, tables, chairs and power arrangements before setup begins.

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