CHRISTMAS FAIR EVENT

Pre-Event Planning

Secure location for Christmas fair

Determine date and time of event

Create budget for event

Recruit volunteers to help with planning and execution

Develop a theme for the Christmas fair

Create a detailed event timeline outlining tasks and deadlines leading up to the event

Establish vendor guidelines and application process

Obtain necessary permits and insurance for the event

Plan for parking and transportation options for attendees

Coordinate with vendors on logistics and setup requirements

Create a vendor layout map for the event space

Develop a contingency plan for inclement weather

Arrange for any necessary equipment rentals or purchases

Create a communication plan for keeping vendors, volunteers, and attendees informed leading up to the event

Vendor Selection

Create application process for vendors

Review vendor applications and select participants

Collect vendor fees

Provide vendors with event details and guidelines

Create a vendor agreement outlining terms and conditions

Confirm vendors have necessary licenses and insurance

Conduct site visits to ensure vendor setups will fit within event layout

Coordinate with vendors on setup and breakdown times

Create a vendor map for attendees to easily locate each vendor

Obtain necessary permits for vendors to operate at the event

Provide vendors with promotional materials to help market their participation in the event

Marketing and Promotion

Create promotional materials (flyers, posters, social media posts)

Advertise event in local newspapers and online

Contact local radio stations for event promotion

Reach out to community organizations to spread the word

Collaborate with influencers or bloggers to promote the event on their platforms

Create a dedicated event page on social media for updates and promotions

Utilize email marketing to reach out to potential attendees

Partner with local businesses for cross-promotion opportunities

Offer discounts or promotions for early bird ticket sales

Create a press release and distribute it to local media outlets

Logistics

Arrange for tables, chairs, and tents for vendors

Set up ticket sales booth

Coordinate with food vendors for refreshments

Arrange for clean-up crew for after event

Secure necessary permits and licenses for the event

Coordinate with security personnel for crowd control and safety

Arrange for parking logistics for attendees and vendors

Set up signage and directional guides for easy navigation

Coordinate with waste management services for garbage disposal

Arrange for restroom facilities for attendees and vendors

Confirm delivery and setup times with rental companies for equipment and supplies

Entertainment

Book local musicians or performers

Organize children's activities and games

Plan a visit from Santa Claus

Coordinate with local schools for choir performances

Create a schedule of entertainment throughout the day

Set up a stage or designated area for performances

Hire a professional photographer or videographer to capture the entertainment

Provide a sound system and any necessary equipment for performers

Secure any necessary permits or permissions for entertainment activities

Arrange for volunteers to assist with crowd control during performances

Plan interactive entertainment options such as photo booths or craft stations

Day-Of Event

Set up event space with signage and decorations

Ensure vendors are set up and ready for customers

Monitor event activities and address any issues that arise

Thank volunteers and vendors for their participation

Coordinate with entertainment acts to ensure they are ready to perform

Manage crowd flow and ensure a smooth experience for attendees

Keep track of event supplies and restock as needed

Stay in communication with vendors to address any last-minute needs or changes

Collect feedback from attendees and vendors for future improvement

Post-Event

Collect feedback from vendors and attendees

Conduct financial reconciliation

Send thank you notes to sponsors and volunteers

Begin planning for next year's Christmas fair event

Analyze event data and metrics to evaluate success and areas for improvement

Create a post-event report highlighting key successes and challenges

Share event highlights and photos on social media and website

Follow up with vendors on any outstanding matters or feedback

Schedule a debrief meeting with key event stakeholders to discuss learnings and next steps