Antique market checklist and organising plan

An antique market needs more than tables and sellers. You need a clear trading concept, confirmed vendors, a workable floor plan, payment arrangements and enough time for setup. Start with the date, venue and permit checks, then open registration and promote the event. In the final week, confirm every pitch, volunteer shift and power requirement. On the day, allow time to mark the visitor route, check equipment and set out drinks before the first visitors arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Define market concept and target audience
2 people
Set date and opening hours
2 people
Record the venue and site layout
2 people
Check permit requirements
Check insurance details
Draft vendor terms
2 people
Create vendor registration form
Send invitations
2 people
Promote the market on social media
Distributing posters
2 people
Process registrations
2 people
Confirm vendors by phone
2 people
Collect volunteers' dietary requirements
Make material reservations
Create a vendor list and floor plan
2 people
Assign pitch locations
2 people
Plan the visitor route
Schedule volunteers
2 people
Arrange payment process for sales
2 people
Withdraw petty cash
Do the shopping
2 people
Check materials and supplies
2 people
Check the weather forecast
Send final information to vendors
Set out coffee and drinks supply
2 people
Check the grounds for obstacles
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Lay out power points and extension cords
2 people
Hang lighting
2 people
Place stand number signs
2 people
Place directional signs and entrance sign
2 people
Set up the cash desk and information point
2 people
Check the cash box and change
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
2 people

Event

Receive vendors
3 people
Guide vendors to booths
3 people
Check stalls and walkways
2 people
Staff the entrance and information desk
2 people
Welcome visitors
2 people
Provide information about booths
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check the lighting
Check crowding and passageways
2 people
Check the cash register and change
2 people
Inform last visitors
2 people
Prepare the vendors' departure area
3 people

Aftercare

Collect lost and found items
2 people
Store the cash box securely
2 people
Dismantle coffee station
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
3 people
Dismantle tables and chairs
4 people
Dismantle party tents
4 people
Remove lighting and cables
2 people
Sort signs and materials
2 people
Count inventory
Register damaged materials
Return borrowed equipment
2 people
Handle vendor deposits
2 people
Thank vendors
Store leftover groceries

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
Market tablesqty 24
Folding chairsqty 30
Cash desk table
Clothes racksqty 6

Equipment

Cash register
Payment terminal
Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Cash boxesqty 2
Calculatorsqty 2
Walkie-talkiesqty 4

Lighting

String lightsqty 8
Outdoor lightsqty 6
Flashlightsqty 4

Decorations

Stand number signsqty 24
Entrance signsqty 3
Wayfinding signsqty 8
Plate standsqty 12
Tableclothsqty 24
Chalkboardsqty 4
Chalk markersqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100

Kitchen

Thermos flasksqty 6
Serving traysqty 6
Serving jugsqty 4
Pliersqty 6
Cutting boardsqty 3
Knivesqty 6
Storage boxesqty 12
Change boxesqty 2
Price holdersqty 100
Labelsqty 200
Ballpoint pensqty 20
Notepadsqty 6
Rolls of tapeqty 6
Scissorsqty 6
Cable tiesqty 100
Hammerqty 2
Rubber malletqty 2
Measuring tapesqty 2
Tent weightsqty 16

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Broomqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries

Tips

Set the date and opening hours before inviting vendors, then check permit and insurance requirements early. Allow at least four weeks for applications or corrections if your venue or local authority requires them.
Close vendor registration several days before the market and confirm each seller by phone. This catches missing contact details, late cancellations and electricity or table requests before you finalise the floor plan.
Create the vendor list and floor plan before assigning pitches. Mark entrance signs, wayfinding signs and stand numbers so sellers can unload without blocking the visitor route.
Count payment equipment and cash separately from display materials. Test the cash register and payment terminal before opening, and withdraw petty cash in advance rather than during setup.
Check the weather forecast the day before and match your plan to the conditions. If the market is outdoors, inspect party tents, lighting, extension cords and power strips before vendors arrive; prepare coffee, drinks and serving supplies at the same time.

Frequently asked questions

How far in advance should I organise an antique market?: Start at least 6 to 8 weeks before the market. Use the first two weeks for the venue, date, opening hours, permits, insurance and vendor terms, then leave several weeks for registrations and promotion.
When should I confirm antique market vendors?: Confirm vendors by phone 7 to 10 days before the event, after registrations have closed. Send final information with the arrival time, pitch location, unloading instructions, payment details and contact number.
How many tables do I need for an antique market?: Count one planned market table per vendor pitch, then add at least 10% spare capacity for replacements or shared display areas. Finalise the number after registrations and compare it with the venue layout before reserving materials.
What should I prepare the day before an antique market?: Check the weather, materials, payment equipment, signage and power supplies the day before. Pack stand number signs, entrance and wayfinding signs together, and prepare coffee, drinks and serving equipment so setup is not delayed.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.