Toy Fair Organising Checklist

A toy fair needs more than tables and sellers on the day. You need to secure the venue, agree vendor terms, manage registrations and give visitors clear information before anyone arrives. This checklist follows the practical order of work, from choosing the date through to opening the doors. It also covers details that are easy to miss, such as stall numbers, dietary requirements, printed floor plans, power access and a separate reception and coffee area.

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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
Record date and times
2 people
Draft vendor terms
2 people
Recruit vendors
2 people
Send invitations
2 people
Process registrations
Confirm vendors
Create the table layout
2 people
Collect dietary requirements
Send visitor information
Check reservations
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Print vendor list
Print floor plan

Event

Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
3 people
Number the vendor stalls
2 people
Lay out tablecloths
3 people
Signpost the entrance
2 people
Set up the reception booth
2 people
Set up the coffee corner
2 people
Chill drinks
2 people
Set out snacks
2 people
Set up the register and change
2 people
Receive vendors
3 people
Direct vendors to booths
2 people
Carry out the final safety check
2 people
Welcome visitors
3 people
Handle access and payments
2 people
Serve coffee and tea
2 people
Refill drinks
Empty trash bins
Check out vendors
2 people

Aftercare

Take down tables and chairs
4 people
Sort materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Close the register
2 people
Lock up the venue
2 people
Return materials
2 people
Clear away leftover items
2 people

What to bring

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

Furniture

Tablesqty 20
Chairsqty 45
Shelving unitsqty 6
Clothes racksqty 4
Reception folding table
Catering folding tableqty 2
Stoolsqty 6
Storage cratesqty 12
Waiting postsqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Thermos flasksqty 4

Equipment

Kettlesqty 2
Coolersqty 3
Cash register
Cash box
Power stripsqty 6
Extension cordsqty 6
Handheld microphone
Batteriesqty 12

Decorations

Tableclothsqty 20
Trade show bannersqty 3
Directional signsqty 8
Booth numbersqty 20
Name badgesqty 30
Balloonsqty 40
Balloon ribbonqty 2
Tapeqty 6
Ropeqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Coffee scoopsqty 2
Bottle openersqty 2
Cooling platesqty 4

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
First aid kit

Catering

Groceries

Tips

Set the date and opening hours before recruiting vendors, then include arrival, setup and breakdown times in the information you send them. This prevents sellers from turning up while the venue is still being prepared.
Create the table layout after you know how many vendors are confirmed, not just registered. Leave clear routes to the entrance, reception booth and coffee corner, and keep space for shelving units, clothes racks and storage crates where needed.
Print the vendor list, floor plan, stall numbers and directional signs before setup day. Prepare a few spare copies because visitors and vendors will often ask for information at reception.
Check electricity and serving equipment before shopping. Power strips, extension cords, kettles and thermos flasks may need to be placed near the coffee corner, while the cash register and cash box should stay at the reception booth.
Open the venue early enough for a full safety and access check before tables and chairs are set out. Confirm the entrance signage, waiting posts, numbered stalls, tablecloths and vendor name badges before vendors arrive.

Frequently asked questions

How far in advance should I organise a toy fair?: Start at least 8 to 12 weeks before the event. Secure the venue and date first, then allow several weeks to recruit vendors, process registrations and confirm the final layout.
How many vendors can fit at a toy fair?: The number depends on the venue and the size of each stall, so measure the usable floor area before confirming places. Finalise the table layout once registrations are processed and keep clear routes to the entrance, reception and refreshments.
What should I print for a toy fair?: Print the vendor list, floor plan, stall numbers, directional signs and visitor information before setup day. Have the main documents ready at least 1 day in advance, with spare copies for reception.
When should I set up the toy fair venue?: Open the venue early enough to check the room and complete tables, chairs, signage, reception and coffee setup before vendors arrive. Allow at least 2 to 3 hours for setup if furniture and stall numbers still need to be arranged.

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.