Toy Fair Checklist: What to Arrange and When

A toy fair needs more than tables and sellers. You must secure the venue, confirm permits and insurance, open registrations, and keep the vendor list accurate as bookings come in. In the final weeks, focus on the floor plan, table reservations, parking information, payment methods and volunteer shifts. This checklist puts the work in a practical order so sellers receive clear instructions and visitors can find, pay for and enjoy the fair without confusion.

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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 venue
Set the event date
Check insurance
Check permits
Draft the trade fair terms and conditions
2 people
Create registration form
Open registration
Send invitations
2 people
Announce the fair online
Distribute flyers
3 people
Process registrations
2 people
Keep track of the vendor list
Confirm table reservations
Collect dietary requirements
Book catering
Work out the floor plan
2 people
Assign vendors
2 people
Create parking information
Send participant information
Recruit volunteers
2 people
Assign volunteers
2 people
Choose payment method
2 people
Set admission prices
2 people
Print price tags
2 people
Print signage
2 people
Check stock
2 people
Reserve tables and chairs
Arrange cash change
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Chill drinks
2 people

Event

Open venue
2 people
Check lighting and heating
2 people
Set up the entrance desk
2 people
Set up tables
6 people
Set up chairs
4 people
Place vendor numbers
2 people
Hang up signage
2 people
Hang decorations
3 people
Set up coffee station
2 people
Set up the cloakroom
2 people
Receive vendors
4 people
Direct vendors to tables
3 people
Check safe passageways
2 people
Staff the entrance desk
2 people
Welcome visitors
3 people
Collect entrance fees
2 people
Distribute program
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Keep tables tidy
2 people
Empty trash bins
2 people
Check toilets
Answer vendor questions
2 people
Register lost and found items
Walk past the sales tables
2 people
Set up lunch for volunteers
2 people
Relieve volunteers
2 people
Staff the entrance desk again
2 people
Monitor visitor flow
2 people
Replenish drink stock
Announce the last visitors
Check out vendors
3 people
Close out cash
2 people

Aftercare

Clear tables
6 people
Stack chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Sweep the floor
2 people
Clean the venue
3 people
Secure lost property
Return materials
3 people
Remove empty packaging
2 people
Clear away leftover stock
2 people
Send vendors a thank-you message
Process proceeds
2 people
Handle lost property

What to bring

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

Furniture

Tablesqty 40
Chairsqty 60
Registration tablesqty 2
Coat racksqty 2
Stoolsqty 6
Tableclothsqty 40
Waste binsqty 8

Equipment

Cash registersqty 2
Card machinesqty 2
Cash boxesqty 4
Extension cordsqty 6
Power stripsqty 8
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld megaphonesqty 2
Walkie-talkiesqty 6
Label printersqty 2
Staplersqty 4
Tape dispensersqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Welcome signsqty 2
Vendor signsqty 40
Table numbersqty 40
Directional signsqty 12
Sticky tackqty 6
Ropeqty 2

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Cooling platesqty 4
Serving plattersqty 8

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Hand broomsqty 3
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the date and reserve the venue before opening registrations. Check the venue’s insurance requirements, permits, access hours and available power so you do not promise sellers facilities you cannot provide.
Open registrations with clear fair conditions and a participant form. Ask for contact details, table requirements and dietary information at the start; chasing missing details later slows down vendor confirmations.
Keep one live vendor list and confirm each table reservation against the floor plan. Number the tables before printing seller signs, because late cancellations or extra bookings can otherwise make your printed layout inaccurate.
Decide admission prices and payment methods before advertising. Test the cash registers, card machines and money boxes at least one week before the fair, and prepare a clear process for handling cash and card payments.
Send participant information several days before opening, including parking instructions, arrival times, table numbers, payment arrangements and contact details. Recruit and assign volunteers early enough to cover registration, directions and busy periods without leaving the entrance unattended.

Frequently asked questions

How early should I start organising a toy fair?: Start at least 8 to 12 weeks before the fair. Reserve the venue, set the date and check permits first, then allow several weeks for seller registrations, advertising and the floor plan.
When should toy fair vendor registration open?: Open registration once the venue, date and basic fair conditions are confirmed, usually 6 to 8 weeks before the event. Set a clear closing date about 2 weeks before the fair so you can finalise tables and participant information.
How many tables do I need for a toy fair?: Base the number on confirmed table reservations rather than estimates, then keep a small buffer of about 5 to 10 percent if the venue allows it. Finalise the floor plan 7 to 10 days before the fair, after checking access routes and emergency space.
When should I send information to toy fair participants?: Send the complete participant information 5 to 7 days before the fair. Include arrival and setup times, table numbers, parking details, payment arrangements and a contact number for event-day questions.

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.