Terrarium fair checklist and organising plan

A terrarium fair needs more than exhibitor bookings and tables. You also need a workable booth layout, clear animal guidelines, payment facilities, signage, power, lighting and a plan for keeping plants and animals comfortable throughout the day. Start with the date, venue and exhibitor list, then move on to registrations, permits and practical arrangements. Use the checklist to prepare the floor plan, badges, price lists, catering and equipment before opening time.

Organize this event for free with Lizzt

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
Create exhibitor list
2 people
Send invitations
2 people
Publish trade fair information
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Send animal guidelines
2 people
Make reservations
Check permits
Record payment method
2 people
Print floor plan
Prepare name badges
2 people
Prepare price lists
2 people
Make information signs
2 people
Sort wristbands
Prepare the cash register
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Prepare route signs
2 people
Inform exhibitors by phone
2 people
Set up catering
2 people
Set up the register and change
2 people
Fill coolers
2 people
Prepare the reception desk
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect power supply
2 people
Hang lighting
3 people
Hang up stand numbers
2 people
Set up exhibitor counters
4 people
Set up information table
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare registration lists
2 people
Prepare animal checks
2 people

Event

Welcome exhibitors
4 people
Carry out final stand checks
3 people
Welcome visitors
3 people
Register entry
3 people
Inform visitors
2 people
Check animals and stands
3 people
Serve catering
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Check stock
Close the register
2 people
See visitors out
3 people
Check out exhibitors
3 people
Check animal safety
2 people

Aftercare

Dismantle booth materials
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Empty the coolers
2 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Register lost property
Send exhibitor messages
Archive invoices and receipts
2 people

What to bring

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

Furniture

Party tentsqty 3
Standing tablesqty 30
Beer tablesqty 8
Folding chairsqty 80
Reception desk
Bar stoolsqty 8
Clothes racksqty 4
Waste binsqty 12

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Cash register tabletsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Handheld microphone
Speakersqty 2
Fansqty 4
Digital thermometersqty 6
Hygrometersqty 6
Flashlightsqty 6
Price list holdersqty 35
Registration formsqty 150
Clipboardsqty 10
Ballpoint pensqty 30
Printer paperqty 500
Cash boxqty 2
Change boxesqty 2
Animal transport cratesqty 6
Partition curtainsqty 12

Lighting

LED light stringsqty 8
Work lightsqty 4

Decorations

Stand number signsqty 30
Information boardsqty 8
Route signsqty 10
Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 35
Arrow stickersqty 30

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving utensilsqty 12
Kettlesqty 3

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the venue and any permits before inviting exhibitors. The booth layout, access route and available power determine how many stands you can accept and where equipment can be placed.
Close registrations early enough to confirm every exhibitor and collect dietary requirements. Send animal guidelines before the fair, then call exhibitors who have not confirmed rather than waiting until setup day.
Prepare the floor plan, stand number signs, name badges, price lists and information signs before event day. Print at least one floor plan for the reception desk and keep a digital copy available for updates.
Test card machines, cash register tablets, extension cords and power strips before exhibitors arrive. Set up the register with change, and check that cables do not cross visitor routes.
Plan the indoor climate as part of the setup. Place digital thermometers and hygrometers where exhibitors can read them, and have fans, coolers, work lights and flashlights ready before the doors open.

Frequently asked questions

How far in advance should I organise a terrarium fair?: Start at least 8 to 12 weeks ahead. Confirm the date and location first, then allow time for exhibitor invitations, registrations, permits, the booth layout and final confirmations.
What should I prepare for terrarium fair exhibitors?: Prepare a confirmed exhibitor list, booth assignments, animal guidelines, name badges, stand number signs and price lists. Send the practical information at least 2 weeks before the fair so exhibitors can plan their displays.
How many payment points do I need at a terrarium fair?: Plan one staffed register for roughly every 100 to 150 visitors expected during the busiest period, with a card machine and cash float at each point. Test all payment devices at least 1 day before opening.
When should I set up the terrarium fair venue?: Allow at least 4 to 6 hours for setup, depending on the number of booths. Put out furniture and signs first, then connect power and lighting, prepare the register and check the layout before exhibitors unload.

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.