Toy Fair Planning Checklist

A toy fair runs smoothly when exhibitors, visitors, payments and refreshments are planned as one system. Start by securing the date and venue, then map the floor, assign stands and open exhibitor registration. In the final week, confirm every seller, send practical arrival information and prepare signage, price labels and payment equipment. This checklist also helps you catch details that are often left until the morning itself, such as cash change, extension cords, cold drinks and a clear place for the registration or cash desk.

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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
Create the trade fair map
2 people
Assign pitches
2 people
Draw up sales terms
2 people
Create registration form
Send invitations
2 people
Promote the trade fair
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect contact details
Collect dietary requirements
Make reservations
2 people
Assign volunteers
2 people
Send exhibitor information
Send directions
Design signage
Print Signage
Prepare cash register rules
2 people
Arrange cash change
Check the shopping list
Do the shopping
2 people
Collect materials
3 people
Prepare table numbers
Lay out price tags
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Conduct a safety check
2 people
Set up tables
6 people
Set up chairs
4 people
Place table numbers
2 people
Register exhibitors
3 people
Direct exhibitors to tables
3 people
Set up stands
8 people
Set up the entrance desk
2 people
Set up the register and change
2 people
Hang up signage
3 people
Hang decorations
3 people
Set up the catering table
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Test sound and lighting
2 people
Check toilets
Brief entrance staff
2 people
Inform exhibitors
2 people
Open the doors
3 people
Welcome visitors
4 people
Collect admission
2 people
Answer visitors' questions
2 people
Support exhibitors
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Clean the toilets between times
2 people
Keep walkways clear
2 people
Register lost and found items
Inform last visitors
2 people

Aftercare

Close doors
3 people
Have exhibitors dismantle their stands
4 people
Collect sold materials
2 people
Clear tables and chairs
6 people
Remove decorations
3 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
5 people
Final cleaning of the toilets
2 people
Switch off equipment
2 people
Pack supplies
2 people
Check borrowed items
2 people
Return materials
2 people
Store cash takings securely
2 people
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 30
Chairsqty 40
Beer tablesqty 4
Stoolsqty 6
Clothes racksqty 4
Cash desk table
Catering tableqty 2
Waste binsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Walkie-talkiesqty 4
Handheld microphone
Speakersqty 2
Laptop
Printer
Hand truck

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving jugsqty 4
Thermos flasksqty 4
Pliersqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Table signsqty 30
Information boardsqty 6
Directional signsqty 12
Barrier tapeqty 4
Chalkboardsqty 4
Table numbersqty 30

Lighting

LED lampsqty 8
Mood lightingqty 4
Flashlightsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Storage binsqty 8
Measuring cupsqty 2
Kitchen towelsqty 12
Serving spoonsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Create the floor plan before confirming standholders. Mark each table or clothing rack with a number, leave clear walking routes, and keep the cash desk and catering table away from the busiest entrance.
Send exhibitors one information sheet at least 7 days before the fair. Include arrival time, unloading directions, stand number, selling conditions, contact details and what they need to bring.
Test every payment point before doors open. Charge card machines, prepare cash change, print price tags and keep a laptop, printer and spare extension cords at the cash desk.
Set up refreshments before exhibitors arrive. Put coffee machines and kettles near cups, reusable cups, plates, cutlery and serving jugs, and use coolers or thermos flasks so drinks remain available during the first busy hour.
Walk the visitor route 30 minutes before opening. Check table numbers, entrance signs, directions, waste bins, microphone and speakers, then use walkie-talkies so the organising team can solve issues without leaving their posts.

Frequently asked questions

How far in advance should I organise a toy fair?: Fix the date and venue at least 8 to 12 weeks ahead. Open registration soon after, and aim to confirm exhibitors no later than 7 days before the fair.
How do I plan the layout for a toy fair?: Draw the floor plan 4 to 6 weeks before the event, including tables, racks, the cash desk, catering area and visitor routes. Leave enough space for queues and moving a hand truck or stock boxes.
What should I prepare for toy fair payments?: Prepare card machines, a cash desk table and cash change at least 2 days beforehand. Test the equipment again on the morning and keep price tags ready for every stand before doors open.
When should I send toy fair directions to exhibitors?: Send directions and unloading instructions at least 7 days before the fair, together with each exhibitor’s stand number and arrival time. Repeat the key details in a reminder 24 hours before opening.

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.