Antique market checklist: what to arrange and when

An antique market depends on more than inviting sellers and putting out tables. You need a confirmed venue, a workable stall layout, reliable power for coffee machines and payment terminals, and clear information for exhibitors and visitors. Start with the site, permits and exhibitor numbers, then arrange equipment, cash and weather plans. Use this checklist to keep the market organised from the first booking through opening morning.

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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

Confirm date and location
2 people
Work out market layout
2 people
Invite exhibitors
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Send invitations
2 people
Publish parking information
Make reservations
Check permits
Check power supply
2 people
Check the weather forecast
Send exhibitor information
Order cash
Hang up promotion
2 people
Inventory materials
2 people
Do the shopping
2 people
Set out drinks chilled
2 people
Set up non-perishable supplies
2 people
Prepare the cash register
2 people
Post the route and safety plan
2 people
Inspect venue
2 people
Put up barriers
3 people
Build party tents
4 people
Set up the market stalls
4 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang decorations
3 people
Place information signs
2 people
Mark stalls
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Check the booth setups
2 people
Set up the catering point
3 people
Prepare coffee and tea
2 people
Check toilets
2 people
Place waste stations
2 people
Check the cash register and change
2 people
Carry out the final safety check
2 people

Event

Open the gates and market
3 people
Welcome visitors
3 people
Staff the information desk
2 people
Support exhibitors
2 people
Staff the catering point
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets periodically
2 people
Turn on lighting
Keep walkways clear
2 people
Skim cash from the till periodically
2 people
Inform last visitors
2 people
Close the market
3 people

Aftercare

Check out exhibitors
3 people
Close the register
2 people
Chill leftover food
2 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Take down market stalls
4 people
Take down party tents
4 people
Remove decorations
3 people
Take down lighting
2 people
Remove power cables
2 people
Clean the venue
4 people
Remove the barriers
3 people
Check materials
2 people
Wash dishes
3 people
Dry and store materials
2 people
Return rental items
2 people
Register lost and found items
Call Exhibitors Back
Settle unpaid costs
Remove promotional materials
2 people

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 24
Bar stoolsqty 6
High tablesqty 6
Clothes racksqty 10
Storage boxesqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Flashlightsqty 4
Walkie-talkiesqty 4
Petty cash registersqty 2

Lighting

String lightsqty 8
LED lightsqty 12
Cable matsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 100
Pastry platesqty 80
Cutlery setsqty 100
Serving spoonsqty 8
Pliersqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 20

Decorations

Buntingqty 10
Chalkboardsqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Stand number signsqty 20

Cleaning

Waste binsqty 10
Waste binsqty 4
Broomsqty 4
Dustpansqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Toilet brushesqty 4
Hand soap dispensersqty 6

Other

Crowd control barriersqty 12
Conesqty 12
Cable tiesqty 200
Duct tapeqty 6
Rope rollsqty 4
Cable tiesqty 200
Tool casesqty 2
Measuring tapesqty 2
Pensqty 30
Clipboardsqty 6
Price tagsqty 500
Wristbandsqty 300

Catering

Groceries

Tips

Confirm the venue, date and permits before inviting exhibitors. Check access hours, available power and whether party tents or barriers are allowed on site.
Create the stall layout after you know how many exhibitors are attending. Leave clear routes for visitors, space behind each stall and enough room for storage boxes and cable mats.
Send exhibitors one information pack at least 7 days before the market. Include arrival time, unloading instructions, stall dimensions, parking details, power arrangements and the route and safety plan.
Prepare payments and refreshments separately. Arrange petty cash and payment terminals, then test every terminal, extension cord, power strip and cable reel before setup day.
Check the weather forecast 48 hours before opening and again on the morning itself. Keep party tents, barriers, flashlights and backup lighting ready so a late change does not delay setup.

Frequently asked questions

How far in advance should I organise an antique market?: Start at least 8 to 12 weeks ahead if you need multiple exhibitors, permits and venue bookings. Use the final 2 weeks to confirm registrations, send practical information and check equipment.
When should I invite antique market exhibitors?: Invite exhibitors as soon as the date, location and basic stall layout are confirmed, usually 6 to 8 weeks before the market. Close registrations early enough to confirm numbers and assign spaces.
How many payment terminals and cash registers do I need for an antique market?: Plan one payment point for every busy sales area rather than relying on a single queue. Test the terminals and prepare petty cash at least 1 day before the market, then keep a small reserve for change.
When should I set up an antique market?: Complete the main setup 2 to 4 hours before visitors arrive. Put up tents and barriers first, then stalls, lighting, power and refreshments; leave time for a venue inspection and safety-route check.

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