Tattoo and piercing fair checklist

A tattoo and piercing fair needs more than artist bookings and a venue. You also have to coordinate pitches, power, lighting, registration, visitor flow, catering and participant deliveries. Start with the date, location and permit requirements, then build the exhibitor list and floor plan before opening registration. In the final week, confirm every artist, print forms, count wristbands and tickets, and check that each stand has the furniture, equipment and lighting it needs.

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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
2 people
Check permits and notifications
2 people
Contact tattoo artists
2 people
Contact piercers
2 people
Book music and entertainment
Book catering
Reserve photographer
Create a stand map
2 people
Assign pitch locations
2 people
Send participant terms and conditions
Publish registration form
Send invitations
2 people
Launch the social media campaign
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm artist list
2 people
Send visitor information
2 people
Coordinate deliveries with participants
2 people
Count wristbands and tickets
Print registrations and forms
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Check access and emergency exits
2 people
Set out pitches
3 people
Set up tables and chairs
4 people
Set up exhibition walls
3 people
Hang lighting
3 people
Distribute power points safely
2 people
Connect sound equipment
2 people
Set up registration desk
2 people
Register the artists
2 people
Hand out artist passes
2 people
Check piercing workstations
2 people
Check Tattoo Workstations
2 people
Distribute hygiene supplies
2 people
Set up the catering point
3 people
Set out snacks
3 people
Give staff briefing
3 people
Open the doors and entrance
3 people
Register visitors
4 people
Hand out wristbands
3 people
Direct visitors to booths
2 people
Register tattoo appointments
2 people
Register piercing appointments
2 people
Carry out age verification
2 people
Distribute aftercare information
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Clean workstations during breaks
2 people
Support the stage program
2 people
Guide photo moments
Provide music at the trade fair
Inform last visitors
2 people
Close entrance
2 people
Ensure visitors leave safely
3 people

Aftercare

Check out artists
2 people
Turn off the sound equipment
2 people
Clear out the catering point
3 people
Collect tableware
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Dismantle booth walls
3 people
Remove decorations
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Gather borrowed materials
2 people
Return materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Register lost and found items
Collect invoices and receipts
Archive photos and files

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 8
Display wallsqty 20
Dressing tablesqty 12
Clothes racksqty 6
Bollardsqty 12
Reception desk
Storage cratesqty 20

Equipment

Sound system
Microphonesqty 2
Laptopsqty 3
Tabletsqty 3
Card machinesqty 3
Extension cordsqty 8
Power stripsqty 15
USB chargersqty 8
Coolersqty 6
Cash drawer

Lighting

LED work lightsqty 8
Mood lightingqty 12
Light standsqty 6
Spare batteriesqty 24

Decorations

Trade show bannersqty 6
Entrance sign
Directional signsqty 12
Artist signsqty 30
Fabric tableclothsqty 30
Buntingqty 8
Photo backdrop
Balloonsqty 100

Tableware

Reusable glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Serving jugsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot boxesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 3
Cooling racksqty 6

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 30
Hand soap dispensersqty 8
Disinfectant dispensersqty 10

Tattoo and Piercing Supplies

Screen Waste Binsqty 12
Sharps containersqty 12
Stainless steel worktopsqty 12
Workstation matsqty 24
Tattoo chairsqty 12
Piercing Chairsqty 6
Magnifying lampsqty 8
Display casesqty 12
Jewelry displaysqty 12

Registration

Visitor badgesqty 1000
Artist passesqty 100
Wristbandsqty 1000
Ticket rollsqty 1000
Clipboardsqty 12
Desk pensqty 30
Clipboardsqty 12
Visitor formsqty 500
Consent formsqty 300
Aftercare Brochuresqty 500
Cash register and change tray

Catering

Groceries

Tips

Confirm the venue’s power capacity before assigning pitches. Tattoo and piercing stands may need several extension cords, power strips, USB chargers and LED work lights, so map cable routes and keep walkways clear.
Build the stand map before sending participant terms and locations. Mark tables, chairs, display walls, dressing tables, storage crates and artist signs so every exhibitor knows what is included and where to unload.
Send visitor information at least 3–5 days before the fair. Include opening hours, entry arrangements, registration details, directions, payment options and any rules about appointments, food or piercing aftercare.
Reserve photography and entertainment early, then keep their equipment separate from artist supplies. A sound system and microphones should not block the reception desk, entrance sign, directional signs or the busiest visitor route.
Finish the physical setup the day before whenever possible. Chill drinks, prepare catering, collect materials and place wristbands, tickets, printed registrations and forms at the reception desk before doors open.

Frequently asked questions

How far in advance should I organise a tattoo and piercing fair?: Start planning at least 3–6 months ahead. Use the first month for the date, venue, permits and initial artist contacts, then allow 6–8 weeks for registrations, promotion and pitch planning.
How many tattoo artists and piercers do I need for a fair?: There is no fixed number, but decide your capacity from the available pitches, tables, power outlets and visitor flow. Finalise the artist list at least 2 weeks before the event so you can publish accurate visitor information and complete the stand map.
When should I send information to tattoo fair participants?: Send the participant terms, pitch location and delivery instructions as soon as registration is approved. Send a final practical briefing 7–10 days before the fair, including arrival time, unloading arrangements, equipment and contact details.
What should I check on the final day before a tattoo and piercing fair?: Check the stand layout, lighting, power, reception materials, wristbands, tickets, printed forms, catering and chilled drinks. Do a complete walk-through at least 2 hours before opening and test card machines, laptops, tablets, microphones and the sound system.

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