Volunteer fair checklist: what to arrange and when

A volunteer fair needs more than exhibitor tables and a few invitations. You need a confirmed venue, a clear programme, enough equipment and a registration process that captures participant details and dietary requirements. Work through the planning in stages: secure the date and permissions first, then recruit exhibitors and visitors, and finish with the floor plan, staffing and event-day logistics. This checklist helps you see what is easy to leave until the last minute.

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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
Record date and times
2 people
Check permits
Check insurance
Prepare the budget
2 people
Create registration form
Open registrations
Draft invitations
2 people
Send invitations
2 people
Post social media messages
Distribute posters
3 people
Contact recruitment partners
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Arrange exhibitor booths
2 people
Confirm exhibitors
2 people
Schedule volunteer shifts
2 people
Create the program
2 people
Create floor plan
Reserve deliveries
Reserve tables and chairs
Arrange waste collection
Order print materials
Prepare name badges
2 people
Prepare information packs
3 people
Print booth layout
Create volunteer instructions
2 people
Check the shopping list
2 people
Check stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare information table
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
6 people
Set up party tents
4 people
Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Unload stand materials
4 people
Decorate the stands
8 people
Lay out name badges
2 people
Set up information table
2 people
Set up the catering table
3 people
Make coffee and tea
2 people
Display snacks
3 people
Test sound
2 people
Test the lighting
2 people
Check safety route
2 people
Brief volunteers
2 people
Staff visitor registration
2 people
Welcome visitors
3 people
Provide information
2 people
Support exhibitors
3 people
Announce the program
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Guide photo moments
Arrange breaks for volunteers
2 people
Announce the final round
Wave goodbye to visitors
3 people
Check out exhibitors
3 people

Aftercare

Collect stand materials
5 people
Take down tables and chairs
6 people
Take down party tents
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
5 people
Empty the coolers
2 people
Collect lost and found items
2 people
Pack equipment
3 people
Lock up the venue
2 people
Return rental items
2 people
Store remaining supplies
2 people
Thank exhibitors
Thank volunteers
2 people
Share photos
Send thank-you message

What to bring

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

Furniture

Folding tablesqty 24
Chairsqty 120
Party tentsqty 4
Beer tablesqty 6
High tablesqty 8
Clothes racksqty 4
Bollardsqty 12
Transport cartsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 120
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Serving tongsqty 12

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Drink dispensersqty 4
Thermos bottlesqty 6
Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Apronsqty 8
Groceries

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Projector
Mobile phoneqty 2
Charging stationsqty 2

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 8
Balloonsqty 150
Tableclothsqty 30
Chalkboardsqty 12
Chalk markersqty 24
Plantsqty 12
Photo wallsqty 2
Directional signsqty 16
Program postersqty 20
Stand signsqty 30
Clipboardsqty 30
Name badge holdersqty 150
Name badge lanyardsqty 150
Markersqty 24
Pensqty 50

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Cooling platesqty 8
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomqty 4
Dustpan and brushqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Rubber glovesqty 12
Disinfectantqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 4
Toilet brushesqty 4

Sports equipment

Cable reelsqty 4
Umbrellasqty 8

Tips

Confirm the venue, date and opening hours before sending invitations. Check permits and insurance at the same time, because changes after promotion has started can affect exhibitors and visitors.
Open registration with a clear deadline and ask for dietary requirements and participant details from the start. Review the responses regularly instead of waiting until the final week.
Set exhibitor numbers before creating the floor plan. Allow space for tables, chairs, clothing racks, high tables, traffic routes and any bollards or tents needed to control movement.
Prepare the programme and volunteer shifts at least 7 days before the fair. Share arrival times, handover points and responsibilities so no one is expected to manage registration, catering and exhibitor support at once.
Count catering and event equipment by station, not just by total quantity. Check coffee machines, kettles, thermos flasks, cups, serving utensils, microphones and speakers before arranging deliveries and waste collection.

Frequently asked questions

How far in advance should I organise a volunteer fair?: Start planning at least 8 to 12 weeks before the event. Book the venue, check permissions and insurance first, then allow several weeks for exhibitor confirmations, invitations and registrations.
When should I send volunteer fair invitations?: Send the first invitations 4 to 6 weeks before the fair. Follow up around 14 days before the event and close or review registrations about 7 days beforehand so you can finalise badges, catering and the floor plan.
How many volunteers do I need for a volunteer fair?: Plan at least 1 volunteer for registration and 1 for general event support for every 50 visitors expected. Add separate people for exhibitor support, catering and technical equipment if those jobs run at the same time.
What should I prepare for volunteer fair catering?: Prepare the catering setup at least 3 days before the fair and confirm quantities after registrations close. Check cups, coffee equipment, cold storage, serving platters, utensils and dietary requirements rather than relying on a single general food count.

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.