Note:

I kept getting an error for event as the topic so I went with getting started as that is fitting,  since I am getting started with events.

Start with your local hobby

Start with your local hobby shop. See if they'd want to set up some sales tables.  Ask them for the names of flea marketers in the area, as well as clubs with portable layouts.

Go to nearby train shows and flea markets and talk with the vendors you'd like to see at your show. Ask them about layouts, too.

Check into those small kiddie train tables. See if there's anyone that can supply a couple. They are very popular.

And for anyone selling at the event -- charge them for the tables. If the tables are rented, at least double what you rented them for.

For vendors, ask them how many tables and how they want them laid out. that gives you their shape and square footage.

For layouts, be sure you get TOTAL square footage -- that includes the barriers around the layout.  IOW, for our 24 x 30 layout our footage is 28 x 34 (barrier is 2 feet away all around).

Armed with that info, you can plan who goes where with enough aisle space (4-5ft) to move around.

Hope that helps.

Walt

Contact your local fire

Contact your local fire Marshall as well, they may have requirements that if not met will get the show closed down. For the shows we do each year the fire marshalls office has to sign off for them every year.

Thanks for all the tips so

Thanks for all the tips so far. As for charging them (tables are already owned by the school district) I am not sure what a good price would be what do you think from past experience?

Some thoughts

Figure out the purpose of your event. Are you trying to raise money to support your club? Or are you doing it as a promotion -- where the value is in getting the club better known.

Will you charge people admission to the event, or is it free to visitors?  Swap meet table prices are usually based on the cost of renting the hall and needed equipment, divided by the number of tables possible.

If the school is providing the space to you at no cost and the show does make a profit, please consider donating a percentage to the school activity fund to help other activities as well.

Will this be a model-railroad only event, or could you include other technical or artistic groups that might widen the event's appeal?

Definitely consider what Joe

Definitely consider what Joe and Rob suggested.  If the setup isn't costing you a thing, $10 a table is probably reasonable.  At our event, we rent the tables for about $9 and charge 25 per table. But we have to rent the arena and overnight security. And a local police officer for Friday and Saturday night isn't cheap.

And if you bring in enough $$, a stipend ($20-50) to each layout would be a welcome treat for the displays.

Also, we have 3 levels of participants

1) Layouts -- stipend given

2) Vendors -- space/tables charged

3) Displays -- they are just getting the word out for their museum, organization, or whatever. No charge.

Seems like a good idea,

Seems like a good idea, thankfully the school owns the land to so that is another benefit. We will also most likely be using it to raise money for the club.

Publishing events in MRH