Antique market checklist: what to arrange and when
An antique market needs more than tables and exhibitors. Start by fixing the date, opening hours and venue, then confirm permits, insurance, access routes and essential facilities before you invite sellers. Registrations, payments, stall layouts and power needs take longer to coordinate than expected. This checklist brings the work into a practical order, from the first venue checks to final signs, maps and exhibitor instructions.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set date and opening hours
Confirm market location
Check permits
Check insurance
Create a market map
2 people
Arrange stalls and stands
2 people
Contact exhibitors
2 people
Open the registration form
Send invitations
2 people
Announce market online
Process registrations
2 people
Select exhibitors
2 people
Confirm exhibitors
2 people
Collect contact details
Collect dietary requirements
Assess power requirements
Make material reservations
Reserve toilet facilities
Arrange waste collection
Determine parking route
2 people
Determine loading and unloading route
2 people
Send exhibitor letter
Check registrations and payments
2 people
Print route maps
Make signs and wayfinding
2 people
Compile emergency numbers
Check the weather forecast
Inform exhibitors again
2 people
Do the shopping
2 people
Prepare materials
3 people
Prepare coffee and tea
2 people
Inspect the grounds
2 people
Build the stalls
6 people
Set up tables and chairs
4 people
Connect power supply
2 people
Hang lighting
3 people
Put up announcement boards
2 people
Event
Welcome exhibitors
4 people
Assign stand locations
3 people
Inspect the exhibitors' booths
2 people
Open entrance and information desk
2 people
Welcome visitors
3 people
Hand out maps
2 people
Staff the information desk
2 people
Mark parking spaces
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock pastries and sandwiches
2 people
Empty trash bins
2 people
Keep the site clean and safe
2 people
Check toilets
Replenish sales stock
Inform last visitors
2 people
Aftercare
Dismantle sales tables
4 people
See exhibitors out
3 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Remove lighting
3 people
Sort and dispose of waste
3 people
Clean the grounds
4 people
Wash dishes
2 people
Pack the remaining stock
2 people
Hand over the venue
2 people
Gather borrowed items
2 people
Return materials
2 people
Handle deposits and payments
Register lost and found items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 24
- Foldable tablesqty 12
- Folding chairsqty 36
- Beer tablesqty 4
- High tablesqty 4
- Party tentsqty 6
- Clothes racksqty 6
- Storage cratesqty 20
- Transport cartsqty 4
Equipment
- Cash boxesqty 2
- Card machinesqty 2
- Extension cordsqty 8
- Power stripsqty 6
- Cable reelsqty 4
- Portable coolersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Bluetooth speakersqty 2
- Megaphone
- Flashlightsqty 6
Lighting
- String lightsqty 6
- LED lampsqty 12
- Battery lanternsqty 6
- Spare batteriesqty 24
Tableware
- Coffee cupsqty 80
- Glassesqty 80
- Paper cupsqty 100
- Platesqty 80
- Cutlery setsqty 80
- Serving plattersqty 12
- Serving spoonsqty 8
- Thermos flasksqty 6
- Coolersqty 4
Decorations
- Information boardsqty 8
- Directional signsqty 12
- Entrance sign
- Tableclothsqty 24
- Clampsqty 48
- Chalkboardsqty 6
- Chalk markersqty 12
- Buntingqty 8
- Price holdersqty 100
- Price tagsqty 300
- Number cardsqty 30
- Wristbandsqty 300
- Pensqty 30
- Notepadsqty 10
- Visitor mapsqty 300
- Exhibitor listsqty 40
Kitchen
- Cutting boardsqty 4
- Bread knivesqty 4
- Paring knivesqty 2
- Measuring cupsqty 2
- Serving spoonsqty 6
- Serving traysqty 8
- Food containersqty 12
- Food wrapqty 4
- Aluminum foilqty 4
- Storage boxesqty 12
Cleaning
- Vacuum cleaner
- Broom setsqty 3
- Trash binsqty 10
- Mop setsqty 2
- Bucketsqty 4
- Hand broomsqty 4
- Dustpan and brushqty 4
- Cleaning cart
- Hand soap dispensersqty 6
- Paper towel dispensersqty 6
- Toilet paper holdersqty 4
Catering
- Groceries
Tips
- Confirm the venue, permits and insurance before opening registration. Allow at least four weeks for applications or changes, especially if the market affects parking, loading access or public space.
- Create the stall map before confirming every exhibitor. Mark each stand, table, power point, toilet, entrance and loading route so sellers know exactly where to unload and set up.
- Ask exhibitors about power, furniture and access when they register. A coffee machine, card machine or extra lighting can change cable runs, stall positions and the number of extension cords or cable reels needed.
- Send one exhibitor letter at least seven days before opening. Include arrival and unloading times, the parking route, stall number, payment status, contact details and what sellers must bring themselves.
- Plan the visitor route and closing work as carefully as opening. Print route maps and signs before setup day, and confirm waste collection, toilet facilities, cash handling and battery-powered lights before the first stall opens.
Frequently asked questions
- How far in advance should I organise an antique market?
- Start planning at least 8 to 12 weeks before the market. Use the first weeks for the venue, permits, insurance and layout, then allow time to recruit, select and confirm exhibitors.
- How many tables do I need for an antique market?
- Base the number on the approved stall map rather than a general ratio. Count one market stall or table for each assigned selling position, then add a small number of spare tables if the venue and transport plan allow it.
- When should antique market exhibitors receive their final information?
- Send the final exhibitor letter at least 7 days before opening. Send any last-minute changes immediately, especially changes to stall numbers, loading routes, parking or power access.
- How do I plan power for an antique market?
- Collect each exhibitor’s power requirement during registration and map the outlets before setup. Check the total load at least 7 days in advance, then reserve enough extension cords, power strips and cable reels for the planned cable runs.
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.
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