Winter Fair checklist: what to arrange and when

A Winter Fair needs more than stalls and seasonal decorations. You need a clear order for registrations, exhibitors, permits, volunteers, food service and visitor information. Start by fixing the date and opening hours, then build the exhibitor and programme details before buying supplies. In the final week, confirm the layout, check the weather, collect chilled products and prepare signs. This checklist covers the practical work from the first announcement through setup and opening.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish the date and opening hours
Send invitations
2 people
Open registrations
Contact exhibitors
2 people
Process registrations
Collect dietary requirements
Create booth layout
2 people
Make reservations
Check the permit and house rules
Compile program
2 people
Inform exhibitors
Recruit volunteers
2 people
Assign volunteers
2 people
Determine the route and signage
2 people
Check the weather forecast
Publish visitor information
Check the inventory list
2 people
Sort decorations
2 people
Go through the shopping list
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Set up stalls and materials
3 people
Sort groceries
3 people
Set up non-perishable supplies
2 people
Check the setup area
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up stalls
3 people
Hang lighting
3 people
Connect power supply
2 people
Hang decorations
3 people
Set up signage
2 people
Set up the entrance and reception table
2 people
Set up the catering table
3 people
Prepare snacks
4 people
Prepare hot drinks
2 people
Set up cash register and payment methods
2 people
Check toilets
Place waste stations
2 people

Event

Welcome exhibitors
3 people
Carry out final stand checks
2 people
Welcome visitors
3 people
Provide access and information
2 people
Serve hot chocolate
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Replenish catering supplies
2 people
Empty trash bins
2 people
Keep tables clean and clear
2 people
Supervise activities
4 people
Supervise the children's craft table
2 people
Manage the photo spot
Play music
Check the lighting
Support exhibitors
2 people
Collect lost and found items
See off the last visitors
3 people

Aftercare

Have exhibitors take down their stands
3 people
Store leftover stock safely
2 people
Collect tableware
3 people
Sort and remove waste
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Return lost and found items
Throw away spoiled food
Store cleaning supplies
Secure cash register and proceeds
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Foldable tablesqty 10
Beer tablesqty 4
Folding chairsqty 60
Stoolsqty 12
Coat racksqty 2
Clothes hangersqty 80
Tableclothsqty 16
Market stall tarpaulinsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Pitchersqty 6

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 4
Pine branchesqty 20
Nativity scene
Lanternsqty 12
Christmas figuresqty 8
Photo backdrop
Santa hatsqty 30

Equipment

Food warmersqty 4
Kettlesqty 4
Coffee machinesqty 3
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile payment terminalsqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Serving traysqty 10
Pliersqty 8
Kitchen glovesqty 6
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 12
Serving bowlsqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 8
Extendable light standsqty 4

Catering

Groceries

Tips

Publish the date and opening hours before sending invitations, then allow at least two weeks for registrations and exhibitor replies. Keep dietary requirements with each registration so catering decisions are not left until setup day.
Create the booth layout before confirming tables, tents and chairs. Mark entrances, food service, coat racks, volunteer positions and the visitor route so you can spot missing equipment early.
Check permits, venue house rules and weather plans no later than four weeks before the fair. Outdoor stalls and market-stall tarpaulins need a backup arrangement if wind or rain makes the original setup unsafe.
Assign volunteers to specific shifts and jobs at least one week ahead. Include someone for exhibitor check-in, one person for signage and visitor questions, and enough help to set up stalls before opening.
Finish the inventory and shopping check two to three days before the fair, but collect chilled products on the day itself. Set out thermos flasks, kettles, food warmers, reusable cups and serving items only after the setup area is ready.

Frequently asked questions

How far in advance should I plan a Winter Fair?: Start at least eight weeks before the event. Publish the date, contact exhibitors and check permits first; use the final two weeks for registrations, volunteers, programme details and visitor information.
When should I contact Winter Fair exhibitors?: Contact exhibitors six to eight weeks in advance and set a reply deadline of about two weeks. After processing registrations, send the booth layout, arrival instructions and house rules at least seven days before opening.
How many volunteers do I need for a Winter Fair?: Plan at least one volunteer for every major duty during each shift, including setup, exhibitor check-in, visitor information and food service. For a small fair, schedule four to six people during setup and keep two or three available while visitors are present.
When should I buy food and decorations for a Winter Fair?: Check the shopping and inventory lists two to three days before the fair and buy non-perishable supplies then. Pick up chilled products on the event day or the previous day, depending on safe storage, and sort decorations before setup begins.

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.