1-2 Months Before Your Archaeology Fair
Make a list of everything that presenters have asked for (tables, chairs, electrical outlets, power cords, tablecloths, etc.) and make sure that you or the venue are able to provide the materials.
Make plans for presenter parking and meals (will your venue cover the cost of parking for volunteers? Will you be able to bring outside food in or does the venue have an exclusive catering contract?). If you are providing either or both, try to get an idea of the number of cars and the number of people who will be eating. Find out about food needs and restrictions.
Make a timetable for the day(s) of the fair, including when volunteers and presenters should arrive, when they should start packing up, etc.