Toy Swap Fair Checklist

A toy swap fair runs smoothly when toys, visitors and volunteers are organised before the doors open. Set the date and location first, then manage registrations, publish clear exchange rules and collect toys early enough to check and sort them. On the day, visitors need an obvious entrance, numbered exchange points and simple vouchers. Allow time for testing battery-powered toys, briefing volunteers and preparing drinks, coffee, tea and snacks.

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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

Publish date and location
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Publish exchange rules
Schedule volunteers
2 people
Print the visitor list
Prepare route signs
2 people
Arrange swap tables
2 people
Do the shopping
2 people
Collect toys in advance
3 people
Check the toys
4 people
Sort toys
4 people
Test battery-powered toys
2 people
Prepare exchange vouchers
2 people
Set up tables
4 people
Set up chairs
2 people
Mark exchange points
2 people
Display Toys
5 people
Mark entrance and exit
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Register donated items
3 people
Check toys for quality
3 people
Hand out exchange vouchers
2 people
Supervise swap tables
4 people
Keep toys tidy
2 people
Answer visitor questions
2 people
Refill drinks
Refill snacks
Close the collection table
2 people
Label leftover toys
3 people
Wave goodbye to visitors
2 people

Aftercare

Wrap toys
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Store remaining supplies
2 people
Donate leftover toys
2 people
Return borrowed materials
2 people
Inform participants about leftovers

What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Tableclothsqty 10
Toy binsqty 18
Storage cratesqty 12
Presentation basketsqty 8
Shopping cartsqty 2
Bollardsqty 6

Tableware

Reusable cupsqty 80
Coffee mugsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Equipment

Laptop
Printer
Extension cordsqty 3
Power stripsqty 4
Label maker
Test batteriesqty 20
Scissorsqty 8
Tape holdersqty 6
Clipboardsqty 6
Ballpoint pensqty 30
Markersqty 12
Cross wrenchesqty 2
Measuring tapesqty 2

Decorations

Welcome banner
Category signsqty 12
Directional signsqty 8
Plate standsqty 10
Table numbersqty 10

Kitchen

Thermos flasksqty 4
Coolersqty 3
Kettlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Pouring bottlesqty 4
Measuring cupsqty 2
Ice packsqty 12
Food storage containersqty 6

Catering

Exchange voucher cardsqty 300
Name stickersqty 150
Reusable shopping bagsqty 100
Donation box
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Disinfectant wipesqty 4

Tips

Collect toys before the fair rather than relying on everything arriving at the door. Check condition, sort by category and test battery-powered toys while you still have time to remove unsuitable items.
Publish the exchange rules before registrations open. State how many toys each visitor may bring, how vouchers work and whether damaged, incomplete or unsafe toys will be refused.
Plan the room around visitor flow: mark a clear entrance and exit, number the exchange points and place directional signs where people might hesitate. Keep storage crates and toy bins out of the main walking route.
Print the visitor list and prepare exchange vouchers before setup begins. Keep one working laptop and printer available for last-minute registration changes, and allow at least 30 minutes to brief volunteers.
Prepare refreshments after the main tables are positioned. Chill drinks in coolers, fill thermos flasks with coffee and tea, and set out cups, plates, cutlery and snacks where they do not block the exchange area.

Frequently asked questions

How far in advance should I organise a toy swap fair?: Set the date and location at least 6 weeks ahead. Open registrations once the exchange rules are ready, and collect toys 1 to 2 weeks before the fair so there is time to check and sort them.
How many volunteers do I need for a toy swap fair?: Plan for at least 1 volunteer per 20 to 25 registered visitors, plus one person coordinating the entrance and one checking toys. Schedule shifts of about 2 hours so people can take breaks.
When should I test battery-powered toys?: Test them during the week before the fair, after collection and sorting. Keep spare test batteries available and finish the check at least 2 days before opening.
How do I set up a toy swap fair room?: Allow at least 1 metre of clear walking space between tables and mark the entrance, exit and exchange points before displaying toys. Put signs up during setup, then do a 15-minute walk-through as if you were a first-time visitor.

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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.