How to organize a mineral show in France ?

BORNET Rémi (2025)

Organizing a mineral fair in France is an exciting undertaking that requires careful planning and compliance with numerous regulations. Before getting started, it is important to define the objectives and concept of the event. It is necessary to determine the target audience, whether collectors, amateurs, the general public or students. It is also essential to choose whether the exhibition will focus on a specific category of minerals and fossils or whether it will offer a broader diversity (trinkets, esotericism, crafts, jewelry, etc...). The presence of additional activities, such as conferences or workshops, can enrich the visitor experience.

Choosing the venue is a decisive step. It must have sufficient space to accommodate exhibitors and visitors, as well as good accessibility, particularly in terms of public transport and parking. The available infrastructure must be adapted to the needs of the event, with sanitary areas, reliable power supply and, if possible, catering services. The capacity of the place must comply with current safety standards.

Administrative and regulatory procedures :

Authorization and declaration to the authorities :

The organization of a mineral fair open to the public or taking place in a public place is subject to administrative control. If the event takes place on public property, authorization must be requested from the owner or manager of the place, such as the town hall, department or region. This authorization is separate from the authorization to organize the event itself.

A mineral fair being considered a garage sale, it is subject to the rules defined by Article L.310 of the French Commercial Code and Decree No. 2009-16 of January 7, 2009. It is subject to a declaration regime with the mayor of the municipality where the event takes place.

If the event takes place on public property, a prior declaration of garage sale must be sent to the mayor at least 3 months before the event by Registered Letter with Acknowledgment of Receipt or hand delivery against receipt. In the event of use of a private domain, this period is reduced to 15 days before the event.

This declaration must include :

  • The identity of the declarant.

  • The characteristics of the sale (duration, location, nature of the goods sold).

  • The declarant's commitment to comply with the applicable regulations.

  • Proof of identity of the declarant.

The sale at the auction cannot exceed two months per calendar year in the same location.

Obligation to keep a register of sellers :

The organizer must keep a register allowing the identification of sellers, which must be numbered and initialed by the mayor. This register must be made available to the authorities for the entire duration of the event and sent to the prefecture or sub-prefecture within eight days of the end of the event.

Sellers must provide precise information :

  • For non-professional individuals : surname, first name, address, references of the identity document produced and a sworn statement of non-participation in more than two similar events per year.

  • For professionals : company name, address of the company's head office, registration number in the trade register or the chamber of trades, identity and contact details of the representative present.

Penalties for non-compliance with the regulations :

  • Non-compliance with the sale period: fine of €1,500 (€3,000 in the event of a repeat offence).

  • Absence of register or register not kept up to date: 6 months' imprisonment and a €30,000 fine.

  • Inaccurate information on the register or refusal to present the register: 6 months' imprisonment and a €30,000 fine.

Insurance and security :

Liability insurance must be taken out to cover potential risks related to the event. This insurance protects the organizers against possible material or bodily damage that may occur during the fair. Some venues require organizers to provide proof of insurance before authorizing the event.

Safety standards must be scrupulously respected, especially if the event welcomes a large audience. It is necessary to provide clearly indicated emergency exits, an appropriate traffic plan, a compliant electrical installation and, if necessary, a security service. In times of health crisis, specific protocols may be imposed (provision of hydroalcoholic gel, management of visitor flows, etc...).

Exhibitor recruitment :

A mineral fair cannot exist without exhibitors. It is therefore essential to contact collectors, professionals and specialized craftsmen in order to guarantee a quality offer. A price list must be defined for the rental of stands, and clear information must be provided to exhibitors on the organization of the event, including schedules, installation conditions and available services.

Communication and promotion :

Effective communication is essential to attract both the public and exhibitors. Designing attractive posters and flyers helps to capture attention. Using social networks and forums specializing in mineralogy is an excellent means of dissemination. In addition, contacting the local press and specialized magazines can increase the visibility of the event. Creating a website or a dedicated page bringing together all the practical information is also a relevant strategy. We offer a calendar of events on the website, the announcement on this calendar is free for organizers of mineral fairs allowing you to obtain good visibility on search engines like Google.

Logistics and on-site organization :

Once the event has started, efficient logistics management is essential. The installation of stands, the implementation of clear signage and the organization of the reception of exhibitors and visitors must be anticipated. The security of the exhibited objects must be ensured, and it is important to provide a ticketing system if the event is paid. An emergency plan must be put in place in case of need.

Monitoring and improvement for future editions :

On the day of the fair, an active presence of the organizers is necessary to ensure the smooth running of the event. It is useful to take photos and collect feedback from exhibitors and visitors. A satisfaction questionnaire can help identify areas for improvement for a possible future edition.

Organizing a mineral fair in France therefore requires careful preparation and rigorous management. By following these steps and respecting the regulations in force, it is possible to guarantee the success of the event and offer an enriching experience to all mineralogy enthusiasts.