Tent fair checklist: what to arrange and when

A tent fair needs more than tents and exhibitors. You need a clear visitor route, a workable booth layout, reliable power, registration details and a setup plan that works before the first guest arrives. Start by fixing the date and venue, then invite exhibitors and process registrations. In the final week, confirm every exhibitor, check the forecast and test equipment. On setup day, build the tent structures before arranging tables, signage, refreshments and registration.

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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 times
Reserve venue
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Send exhibitor information
Create a floor plan of the booths
2 people
Map out power outlets
Plan parking route
Determine the Entrance Route
Design signage
Prepare name badges
2 people
Print the registration list
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Check tent materials
2 people
Test extension cords
2 people
Fill coolers
2 people
Set out coffee and tea
2 people
Cordon off the area
3 people
Build tent structures
6 people
Attach the tent tarps
4 people
Check tent pegs
2 people
Set up tables
4 people
Set up chairs
3 people
Place booth numbers
2 people
Connect power supply
2 people
Hang lighting
3 people
Set up the information desk
2 people
Set up the catering table
2 people
Set up cash desk table
2 people
Set up presentation materials
4 people
Set up banners and flags
3 people
Set up signage
2 people
Check restroom facilities
Place waste stations
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Register exhibitors
2 people
Guide exhibitors to their stands
2 people
Welcome visitors
3 people
Register visitors
2 people
Explain the program
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check coolers
Empty trash bins
2 people
Restock toilets
Support exhibitors
2 people
Answer visitor questions
2 people
Capture photo moments
Inform last visitors
2 people
Check out exhibitors
2 people

Aftercare

Turn off lights
2 people
Collect presentation materials
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the catering table
2 people
Take down tent structures
6 people
Leave the site clean
3 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Store decorations clean and dry
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 6
Folding chairsqty 80
Beer table setsqty 6
Tableclothsqty 24
Clothes racksqty 8
Storage cratesqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 10
Handheld microphone
Bluetooth speakerqty 2
Payment terminal
Calculatorsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving traysqty 6

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Ice packsqty 30

Decorations

Stand number signsqty 30
Welcome banner
Buntingqty 12
Bannersqty 8
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Chalkboardsqty 8
Ropeqty 4
Cable tiesqty 200
Cable tiesqty 100

Lighting

String lightsqty 8
LED work lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Create the booth floor plan before exhibitors arrive, then mark power outlets and cable routes so extension cords do not cross visitor walkways. Leave a clear entrance and enough space for people to queue at registration.
Confirm exhibitors at least 7 days before the fair and send arrival, parking, booth and power information in one message. Ask for dietary requirements at the same time so catering is not based on guesswork.
Check tent materials and the weather forecast 48 hours before setup. Put tarps, tables, chairs, clothes racks and storage crates in one loading list so a missing item is found before the build starts.
Set up the entrance route and parking signs before opening the tent. Print the registration list and prepare name badges in alphabetical order, allowing at least 30 minutes for last-minute corrections.
Test coffee machines, kettles, the microphone, speaker, payment terminal and all extension cords before visitors arrive. Fill coolers and thermos flasks shortly before opening, rather than leaving drinks warm during setup.

Frequently asked questions

How far in advance should I organise a tent fair?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Invite exhibitors soon after, because registration, booth planning and dietary information usually take several weeks to complete.
When should I confirm tent fair exhibitors?: Send a final confirmation 7 days before the fair. Include arrival time, parking instructions, booth position, power details and the deadline for reporting changes.
When should I check the weather for a tent fair?: Check the forecast 48 hours before setup and again on the morning of the event. Use the first check to review tent materials and the second to adjust setup, parking and visitor signage.
How early should I start setting up a tent fair?: Allow at least 4 hours before doors open for a fair with multiple tents and booths. Build the tent structures first, then place tables, chairs, signage, registration and refreshments.

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.