Toy Fair Checklist: What to Arrange and When

A toy fair needs more than tables and sellers on the day. You need a confirmed venue, clear participant terms, a registration process, assigned table numbers and a payment plan before visitors arrive. This checklist follows the work from the first booking through hall setup, including details that are easy to leave too late, such as dietary requirements, printed materials, keys and power access. Use it to keep vendors, volunteers and suppliers working from the same plan.

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 the date and opening hours
Confirm room booking
Create the trade show floor plan
2 people
Draft participant terms and conditions
2 people
Publish registration form
Send invitations
2 people
Distribute promotional posters
3 people
Publish on social media
Process registrations
2 people
Confirm vendors
2 people
Assign table numbers
2 people
Print participant list
Collect dietary requirements
Assign volunteers
2 people
Confirm supplier agreements
Create cash and payment plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up printed materials
Collect materials
3 people
Label crates
2 people
Pick up venue keys
Open hall
2 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the sales counter
2 people
Set up entrance
2 people
Place table numbers
2 people
Hang up signage
2 people
Hang decorations
3 people
Test the lighting
2 people
Test sound system
2 people
Set up the coffee corner
2 people
Chill drinks
2 people
Set out snacks
2 people
Test payment terminals
2 people
Lay out cash
2 people

Event

Receive participants
3 people
Guide vendors to tables
3 people
Check the sales tables
2 people
Welcome visitors
3 people
Register entry
2 people
Hand out wristbands
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Keep the route clear
2 people
Register lost and found items
Inform last visitors
2 people
Have vendors pack up
3 people

Aftercare

Close the register
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
4 people
Pack supplies
2 people
Return materials
2 people
Return borrowed items
2 people
Handle lost and found

What to bring

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

Furniture

Trade fair tablesqty 40
Folding chairsqty 80
Cash register tableqty 2
Coffee tableqty 2
Waste binsqty 12
Clothes racksqty 4
Storage cratesqty 20
Tableclothsqty 40
Wheelchair table
Party tentqty 2

Equipment

Payment terminalsqty 2
Cash registerqty 2
Coin traysqty 4
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Walkie-talkiesqty 6
Label printer
Laptop
Printer
Cable reelsqty 4
Coolersqty 4
Handheld microphone stand

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 6

Decorations

Entrance bannersqty 2
Trade fair flagsqty 8
Directional signsqty 12
Table numbersqty 40
Name badgesqty 60
Wristbandsqty 300
Barrier tapeqty 4
Poster puttyqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Night lightsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Ice packsqty 16

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cart
Hand sanitizer standsqty 4

Catering

Groceries

Tips

Confirm the date, opening hours and room booking before publishing registration or sending invitations. Put the exact arrival, setup and visitor times in every message to vendors.
Create the floor plan before assigning table numbers. Allow space for chairs, clothes racks, the cash register table, storage crates and a wheelchair-accessible table rather than filling every metre.
Set the cash and payment plan at least several days before the fair. Test payment terminals, the cash register, coin trays, charging stations and extension leads before doors open.
Close registrations with enough time to print the participant list, collect dietary requirements and assign volunteers. Reconfirm vendors after processing registrations so cancellations do not leave empty tables.
Collect and label materials before the setup day. Check printed materials, tablecloths, reusable cups, coffee supplies, cable reels and venue keys together, then inspect the hall before arranging tables.

Frequently asked questions

How early should I start organising a toy fair?: Start at least 8 to 12 weeks before the fair if you need vendors, invitations and printed promotion. Confirm the date, opening hours and room booking first, then publish the registration form.
When should toy fair vendor registration close?: Close registration about 10 to 14 days before the event. That leaves time to confirm vendors, assign table numbers, print the participant list and plan volunteers.
How many tables do I need for a toy fair?: Base the number on confirmed vendors and the table size in your floor plan, then keep several spaces for access, the payment area and storage. Finalise the layout at least one week before setup so you can identify missing furniture early.
What should I check on the morning of a toy fair?: Pick up the venue keys, open the hall and inspect the venue before setup begins. Check tables, chairs, power access, payment equipment, sound equipment, waste bins and labelled crates before vendors arrive.

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.