Village street fair checklist: what to arrange and when

A village street fair needs more than stalls and refreshments. You must coordinate the route, permits, traffic plan, stallholders, volunteers, residents and payment arrangements before the day itself. This checklist helps you work through those jobs in a practical order, from recording the date and route to chilling drinks and preparing cash boxes. It also covers the details that are often left too late, such as dietary requirements, emergency contacts, power supplies and weather checks.

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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

Record date and route
2 people
Apply for a permit
Develop the traffic plan
2 people
Contact suppliers
2 people
Recruit booth holders
3 people
Process registrations
2 people
Create booth layout
2 people
Send invitations
3 people
Inform local residents
2 people
Publish the map
Collect dietary requirements
Confirm reservations
2 people
Assign volunteers
2 people
Record emergency contact
Check the weather forecast
Check the shopping list
2 people
Reserve stalls and equipment
Order cash
Hang posters
3 people
Inform local residents
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare cash boxes
2 people
Inform volunteers
2 people
Prepare weather measures
2 people
Put up barriers
4 people
Set up traffic signs
3 people
Unload booths
6 people
Build party tents
6 people
Set up tables and chairs
5 people
Lay out power cables safely
3 people
Hang lighting
3 people
Mark stall locations
2 people
Receive booth holders
3 people
Show exhibitors to their spots
3 people
Set up the sales booths
12 people
Set up the info point
2 people
Set up catering stand
4 people
Set out coffee and tea
2 people
Display snacks
3 people
Place waste bins
2 people
Check toilets
2 people
Conduct a safety check
3 people

Event

Staff the information point
2 people
Welcome visitors
3 people
Monitor traffic crossings
2 people
Serve catering
5 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Clean the restrooms
2 people
Clear tables
2 people
Register lost and found items
See vendors off
2 people

Aftercare

Dismantle sales booths
8 people
Take down party tents
6 people
Gather tables and chairs
5 people
Remove decorations
3 people
Safely disconnect power
2 people
Collect waste
5 people
Clean the grounds
5 people
Remove traffic signs
3 people
Remove the barriers
4 people
Wash dishes
3 people
Inventory supplies
2 people
Empty coolers
2 people
Store leftover food
2 people
Return rental equipment
3 people
Take waste to the collection point
2 people
Lock cash boxes
2 people
Clear the info point
2 people
Remove posters
2 people
Hand over the site
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 24
Tablesqty 12
Folding chairsqty 48
Bar stoolsqty 8
Foldable tablesqty 4
Booth panelsqty 12
Clothes racksqty 8
Storage cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Bowlsqty 20
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Payment terminalsqty 4

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Thermos flasksqty 8
Water jugsqty 6
Measuring cupsqty 4
Serving tongsqty 10
Food storage containersqty 20
Ice packsqty 30

Decorations

Buntingqty 12
Balloonsqty 200
Tableclothsqty 20
Chalkboardsqty 12
Directional signsqty 10
Plantersqty 12

Lighting

String lightsqty 8
LED lightsqty 16
Batteriesqty 32

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 6

Safety

Crowd control barriersqty 20
Traffic conesqty 24
Traffic signsqty 8
Cable matsqty 12
Fire extinguishersqty 4
First aid kitsqty 2
Work glovesqty 12

Information desk

Information desk
Clipboardsqty 6
Pensqty 24
Notepadsqty 6
Floor plansqty 300
Wristbandsqty 300
Cash boxesqty 4
Change boxesqty 4

Catering

Groceries

Tips

Start with the date, route and permit application. Allow several weeks for approval, then use the confirmed route to build the traffic plan and decide where stalls, tents and access points will go.
Set a firm registration deadline for booth holders and record dietary requirements at the same time. Publish the final map only after reservations, stall positions and equipment needs have been confirmed.
Count power needs before hiring or reserving equipment. Coffee machines, kettles, payment terminals, lamps and coolers may need extension cords or power strips, so test the setup before opening.
Prepare cash and payment arrangements at least one day ahead. Divide cash between labelled cash boxes, charge payment terminals and keep a record of the emergency contact where volunteers can find it.
Treat food and drinks as a timed job, not a last-minute shopping trip. Chill drinks several hours before the fair, prepare snacks close to serving time and check ice packs, reusable cups, plates and serving utensils against the shopping list.

Frequently asked questions

How early should I apply for a village street fair permit?: Apply as soon as the date and route are sufficiently clear, preferably several weeks before the fair. Permit processing can affect the traffic plan, stall layout and resident notifications, so do not wait until invitations have already gone out.
When should I send invitations and inform local residents?: Send invitations once the date and basic route are confirmed, then contact local residents before the public map is published. A practical deadline is at least two weeks before the fair, with a final update if traffic access or timings change.
How much cash should I order for a village street fair?: The amount depends on expected sales and payment methods, so calculate it from the number of cash-selling booths and your expected change needs. Order and sort the cash at least one day beforehand, placing it in prepared cash boxes rather than collecting it just before opening.
When should I check the weather forecast for the street fair?: Check the forecast several days before the fair to review tents, seating, food storage and power arrangements. Check it again the day before and on the morning itself, when you can still adjust equipment and volunteer instructions.

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