Vintage fair checklist: what to arrange and when

A vintage fair needs more than tables and sellers. You have to match each participant to a pitch, build a layout that leaves room for browsing, and make payments, directions and refreshments work on the day. Start with the public information and registration process, then confirm pitches and furniture before preparing signs, badges and stand materials. This checklist helps you keep the practical details together, including the items people often leave until the final morning.

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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 opening hours
Create registration form
Send invitations
2 people
Process registrations
2 people
Assign pitch locations
2 people
Send participant information
Collect booth preferences
Create floor plan
2 people
Reserve tables and chairs
Check payment method
Schedule volunteers
Publish directions
Publish visitor information
Check participant list
2 people
Send final reminder
Number stand signs
2 people
Prepare signage
2 people
Prepare visitor badges
Check deliveries
2 people
Do the shopping
2 people
Get cash float
Prepare the coffee and tea station
2 people
Bundle materials per stand
3 people
Charge payment equipment
Prepare the cash register
2 people
Brief volunteers

Event

Open venue
2 people
Receive deliveries
3 people
Set up tables
4 people
Set up clothing racks
3 people
Set up chairs
3 people
Connect lighting
2 people
Place booth numbers
2 people
Hang up signage
2 people
Hang up decorations
3 people
Set up the information booth
2 people
Set up catering
3 people
Test the cash register
2 people
Check in participants
3 people
Guide participants to booths
3 people
Check stands
2 people
Welcome visitors
3 people
Collect entrance fees
2 people
Guide visitor flow
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Support participants
2 people
Register lost and found items
Announce the last visitors
Guide visitors to the exit
2 people
Check out participants
2 people

Aftercare

Dismantle stands
4 people
Clear tables and chairs
4 people
Take down clothing racks
3 people
Remove decorations
2 people
Pack leftover catering
2 people
Sort waste
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Wash dishes
2 people
Close the register
2 people
Check payment details
Return borrowed materials
2 people
Handle lost and found
Thank participants
Publish visitor thank-you note

What to bring

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

Furniture

Tablesqty 24
Chairsqty 40
Clothes racksqty 12
Display cubesqty 20
Full-length mirrorsqty 4
Coat racksqty 2
Tableclothsqty 24

Equipment

Cash register
Payment terminalqty 2
Tablet
Printer
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Handcartqty 2
Glue gun

Tableware

Reusable cupsqty 120
Coffee mugsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6
Serving tongsqty 6

Decorations

Table signsqty 30
Direction signsqty 12
Postersqty 20
Price labelsqty 500
Name badgesqty 50
Lanyardsqty 30
Clipboardsqty 4
Flyersqty 500
Clothespinsqty 100
Barrier tapeqty 2

Lighting

LED work lightsqty 12
Desk lampsqty 12

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand sanitizer stationsqty 4
Storage cratesqty 12

Catering

Groceries

Tips

Set the opening hours before publishing invitations, then include registration closing dates, directions and visitor information in the same communication. Visitors should not have to search for basic details a few days before the fair.
Collect booth preferences before assigning pitch locations. Finalise the floor plan only after you know which sellers need tables, clothes racks, mirrors or extra display space, then send each participant their location and arrival information.
Confirm tables, chairs and display equipment several days before the fair, not on setup morning. Bundle each stand’s signs, price labels, badges and other materials separately so volunteers can distribute them without sorting everything on site.
Test both payment methods before doors open and charge the payment terminal. Prepare the cash register and cash float in advance, with one person responsible for checking payments and another available to answer participant questions.
Prepare the coffee and tea station before visitors arrive, including cups or mugs, plates, cutlery and serving utensils. Check deliveries and shopping against the plan on the previous day; missing extension cords, power strips or coolers are difficult to replace during setup.

Frequently asked questions

How far in advance should I organise a vintage fair?: Start the registration and invitation process at least 6 weeks before the fair. Aim to confirm participants, pitch locations and furniture several days before the event, leaving the final day for packing, printing and checks.
What should be included in a vintage fair floor plan?: Include every stand number, table or rack position, visitor routes, entrances, exits, payment points and the coffee and tea station. Leave clear walking space between pitches and send the finished plan to participants with their stand information.
How much cash should I prepare for a vintage fair?: Prepare a cash float based on the expected number of cash transactions and the denominations sellers need for change; there is no single correct amount without attendance and pricing data. Count and record the float before opening, then reconcile it with the cash register after closing.
When should I send the final reminder to vintage fair participants?: Send it 2 to 3 days before the fair. Include the opening time for sellers, pitch number, loading or arrival instructions, what is provided at the stand and any payment or parking details.

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.