Event-day checklist — [Event name]

The week before

• Send vendors final details: load-in times, booth map, parking, contact number for the day
• Confirm venue access time, keys or contact, and Wi-Fi details
• Confirm volunteers, their shifts and roles
• Check the weather forecast and confirm your weather plan
• Print booth map, vendor list, volunteer schedule, signs and this checklist
• Collect any missing insurance certificates or permits from vendors
• Charge card readers, radios and phones; prepare a cash box with change if selling tickets
• Post reminders on social media and email your shopper list

Setup morning

• Arrive before vendors; walk the venue and check exits, restrooms and power
• Mark booth spaces and post booth numbers
• Put up directional signs from parking and the road
• Set up the check-in table: vendor list, booth map, name badges, pens
• Brief volunteers: roles, where supplies are, who to call for problems
• Check in vendors as they arrive and direct them to their booths
• Walk the aisles: check canopy weights, cords, blocked walkways
• Note no-show vendors and adjust the map if needed

Doors open

• Entrance staffed; tickets or donations ready if applicable
• First-aid kit and lost-and-found location known to all volunteers
• Take photos early while the space looks its best (for next year's marketing)

During the show

• Walk the floor regularly; check on vendors and give volunteers breaks
• Keep restrooms stocked and trash emptied
• Count attendance the way you plan to report it (door clicker, ticket scans)
• Post live photos or updates on social media
• Handle issues calmly and write down anything to follow up on

Teardown

• Announce closing time; ask vendors not to break down early
• Manage vehicle traffic for load-out
• Walk the venue for trash, damage and forgotten items
• Return keys, turn off lights and lock up as agreed with the venue

After the event

• Thank vendors, volunteers, sponsors and the venue
• Send vendor and shopper surveys
• Record attendance, vendor count, income and expenses while fresh
• Note what to change next year
• Share photos and, if a fundraiser, the amount raised