Volunteer fair checklist: what to arrange and when
A volunteer fair needs more than booths and invitations. You need a clear participant profile, an easy registration process, confirmed exhibitors, a workable market layout and a published programme. This checklist takes you from the first planning decisions to the coffee point, presentation equipment and name badges on the day. Use it to spot details that are often left until the last minute, such as dietary requirements, power access, permits and directions for visitors.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Define the participant profile
2 people
Write invitation text
Create a registration form
Send invitations
2 people
Approach local organizations
2 people
Process registrations
2 people
Check participant details
Collect dietary requirements
Arrange exhibitor booths
2 people
Confirm exhibitors
2 people
Plan presentations and workshops
2 people
Make reservations
Check permits
Create a market map
2 people
Recruit volunteers for tasks
2 people
Publish accessibility information
Publish the program
Prepare name badges
2 people
Print signage
Collect presentation materials
2 people
Check the catering list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Sort materials
3 people
Remind exhibitors
Event
Open venue
2 people
Inspect the grounds
2 people
Set up tables and chairs
6 people
Build party tents
6 people
Mark stalls
2 people
Welcome exhibitors
3 people
Hand Out Booth Materials
3 people
Test the equipment
2 people
Build the catering buffet
4 people
Set up registration desk
2 people
Handle the opening
2 people
Register visitors
3 people
Inform visitors
3 people
Support exhibitors
2 people
Announce the program
Lead the workshops
3 people
Support presentations
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Announce the final round
See visitors out
3 people
Have exhibitors take down their stands
3 people
Collect materials
4 people
Lock up the venue
2 people
Aftercare
Collect waste
4 people
Clear tables and chairs
4 people
Take down tents
6 people
Wash dishes
3 people
Clean the venue
4 people
Dry and sort materials
3 people
Return borrowed items
2 people
Return rented items
2 people
Store leftover stock
2 people
Send thank-you message
Share photos with participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 24
- Foldable tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 4
- Bar stoolsqty 8
- Tableclothsqty 16
- Coat racksqty 2
Equipment
- Laptopsqty 2
- Tabletsqty 3
- Projector
- Projector screen
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Charging stationsqty 2
- Coolersqty 6
- Thermos flasksqty 6
- Coffee machinesqty 3
- Kettlesqty 2
- Payment terminalsqty 2
Tableware
- Coffee cupsqty 100
- Glassesqty 150
- Platesqty 150
- Cutlery setsqty 150
- Serving traysqty 12
- Pitchersqty 8
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving tongsqty 8
- Measuring cupsqty 2
- Storage boxesqty 12
Decorations
- Buntingqty 8
- Balloon archesqty 2
- Flower arrangementsqty 8
- Table décorqty 12
Lighting
- String lightsqty 8
- LED lampsqty 12
- Battery lanternsqty 8
Catering
- Coffee filtersqty 150
- Sugar bowlsqty 4
- Milk jugsqty 4
- Waste binsqty 8
- Cooling matsqty 8
Cleaning
- Bucketsqty 4
- Broom setsqty 3
- Mopsqty 4
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
- Sanitizer pumpsqty 8
- Toilet brushesqty 4
- Glovesqty 12
Information
- Information boardsqty 12
- Chalkboardsqty 6
- Display standsqty 24
- Name card holdersqty 100
- Clipboardsqty 8
- Pensqty 30
- Notepadsqty 20
- Rolls of tapeqty 8
- Writing foldersqty 6
Groceries
- Coffee
- Decaf coffee
- Black tea
- Herbal tea
- Green tea
- Hot chocolate
- Semi-skimmed milk
- Oat milk
- Coffee Creamer
- Granulated sugar
- Sweeteners
- Cola
- Cola Zero
- Sinas
- Iced tea
- Spa Blauw
- Spa Red
- Apple juice
- Orange juice
- Lemons
- Fresh mint
- Apples
- Bananas
- Grapes
- Mandarins
- Cucumbers
- Cherry tomatoes
- Carrots
- Peppers
- Hummus
- Cream cheese
- Young cheese
- Goat cheese
- Back ham
- Chicken breast slices
- Whole wheat bread
- White rolls
- Whole wheat rolls
- Gluten-free rolls
- Unsalted butter
- Margarine
- Strawberry jam
- Peanut butter
- Chocolate sprinkles
- Mayonnaise
- Ketchup
- Mustard
- Paprika chips
- Plain chips
- Tortilla chips
- Salted peanuts
- Rice cakes
- Muesli bars
- Cookies
- Brownies
- Mini muffins
- Raisins
- Almonds
- Salt
- Pepper
- Olive oil
- Balsamic vinegar
- Garlic
- Basil
- Paper napkins
- Paper towels
- Toilet paper
- Trash bags
- Large trash bags
- Dish soap
- All-purpose cleaner
- Glass cleaner
- Disinfectant
- Hand soap
- Hand sanitizer
- Sponges
- Microfiber cloths
- Aluminum foil
- Cling film
- Parchment paper
Tips
- Set the date and programme before sending invitations. Allow at least 2–3 weeks to process registrations, check participant details and collect dietary requirements before you confirm the final layout.
- Contact local organisations early and confirm each exhibitor in writing. Ask what table space, presentation materials, power access or seating they need, then place them on the market plan.
- Reserve equipment for talks and workshops at least 7 days ahead. Test the projector, screen, speakers, microphones, microphone stands, laptops and extension cords together rather than checking them separately.
- Publish travel information and the programme before the event, then print a small set of signs for entrances, booths, workshops and the coffee point. Prepare name badges after registrations are checked so spelling and roles are correct.
- Finish catering and shopping at least 1 day before opening. Chill drinks, prepare thermos flasks and coffee equipment, and check that cups, glasses, plates, cutlery, serving trays and jugs match the expected attendance.
Frequently asked questions
- How far in advance should I organise a volunteer fair?
- Start planning at least 6–8 weeks before the fair. This gives you time to define the participant profile, contact local organisations, arrange exhibitors, check permits and publish the programme.
- When should volunteer fair invitations be sent?
- Send invitations around 3–4 weeks before the event, once the date, programme outline and registration form are ready. Keep registrations open long enough to check details and dietary requirements before finalising catering.
- How many tables and chairs do I need for a volunteer fair?
- Plan one market stall or table per confirmed exhibitor, plus one registration point and any separate workshop or presentation tables. Confirm the numbers at least 7 days before the event so you can adjust the layout and seating.
- When should I prepare the equipment for volunteer fair presentations?
- Collect and test presentation equipment at least 1 day before the fair, and do a short sound and projection check on site before doors open. Bring extension cords, power strips and charging stations where laptops, tablets or microphones need power.
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