Toy Swap Fair Checklist

A toy swap fair runs smoothly when the rules, registration process and room layout are settled before anyone arrives with toys. Start by reserving the venue and deciding how toys will be accepted, sorted and exchanged. Then manage registrations, assign volunteers and prepare clear category signs. On the day, leave enough time for separate reception, swap and refreshment areas, plus a quick check of tables, power and labels before opening.

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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 exchange rules
2 people
Create a registration form
Send invitations
2 people
Announce event online
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm participants
Confirm venue arrangements
Plan the room layout
2 people
Prepare information boards
2 people
Label swap categories
2 people
Print price lists
Print toy guidelines
Charge electronics
Pack up materials
2 people
Do the shopping
2 people
Set up tables and chairs
4 people
Set up swap tables
4 people
Set up the reception desk
2 people
Place toy bins
3 people
Hang decorations
2 people
Chill drinks
2 people
Set out snacks
2 people
Brief volunteers
2 people

Event

Receive participants
3 people
Check donated toys
4 people
Sort toys by category
5 people
Explain the exchange rules
2 people
Supervise swap tables
4 people
Serve drinks
2 people
Refill snacks
2 people
Refill drinks
2 people
Finish swap tables
3 people
Collect leftover toys
4 people

Aftercare

Dismantle tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
2 people
Donate leftover toys
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Clothes racksqty 4
Folding benchesqty 2
High tablesqty 3
Storage cabinetsqty 2
Changing matsqty 4
Coat racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Handheld microphone
Label printer
Tabletsqty 2
Chargersqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Pouring jugsqty 4

Decorations

Buntingqty 6
Tableclothsqty 10
Balloonsqty 50
Balloon pump
Directional signsqty 8
Category cardsqty 12
Name badgesqty 100

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Serving plattersqty 8
Serving traysqty 4
Teaspoonsqty 40
Thermos flasksqty 4
Ice packsqty 12
Plastic storage containersqty 10

Cleaning

Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 3
Hand broomqty 2

Catering

Groceries

Tips

Set the exchange rules before sending invitations. State how many toys each person may bring, what condition they must be in, and whether damaged or incomplete items are refused.
Close or review registrations before the final week so you can confirm attendance, dietary requirements and volunteer shifts. Send participants the arrival instructions at least 3 days before the fair.
Plan the room in zones: reception first, then clearly labelled toy categories, with refreshments away from the swap tables. Leave a clear walkway of about 1 metre so families can move safely.
Prepare signs and category cards before setup day rather than writing them at the venue. Print the toy guidelines, price or exchange information and directional arrow signs in large type.
Charge the microphone and any other electronics the evening before, then pack extension cords and power strips together. Set up tables, toy bins and the reception desk before putting out refreshments, so food stays clean and cold.

Frequently asked questions

How far in advance should I organise a toy swap fair?: Reserve the venue and define the swap rules at least 4 to 6 weeks ahead. Open registration once the rules, categories and basic room plan are ready, then confirm participants during the final week.
How many volunteers do I need for a toy swap fair?: Plan for at least 1 volunteer at reception, 1 person managing each busy swap area, and 1 floater for restocking and questions. For a small fair, 4 to 6 volunteers usually covers arrival, sorting and cleanup.
How should I arrange the tables at a toy swap fair?: Use separate tables or clearly marked zones for each toy category, with the reception desk near the entrance. Keep roughly 1 metre of walking space between rows and place toy bins where staff can reach them without blocking visitors.
What should I prepare the day before a toy swap fair?: Print the toy guidelines, category cards and information signs, confirm the venue and volunteer shifts, and pack all materials. Charge electronics, chill drinks and check that you have enough cups, plates and serving equipment before setup begins.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.