Antique Market Checklist

An antique market needs more than tables and sellers. Start by securing the venue and checking whether you need a permit, then invite stallholders before fixing the layout. In the final week, confirm every stall, print visitor information, test the power equipment and prepare change for the cash register. On setup day, allow time for tents, tables, signs, lighting and cable safety before 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

Reserve venue
Apply for a permit
Invite stallholders
2 people
Send invitations
2 people
Process registrations
Confirm stall layout
2 people
Assess power requirements
Confirm stallholders
Work out the floor plan
2 people
Order supplies
Design signage
Number the market stalls
2 people
Print contact list
Print visitor information
Test power cables
2 people
Prepare cash register and change
2 people
Do the shopping
2 people
Collect materials
3 people
Inspect the venue in advance
2 people
Check the weather forecast

Event

Clear the site
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Connect power
2 people
Hang lighting
3 people
Set up the information desk
2 people
Set up signage
3 people
Receive booth holders
3 people
Assign stall spaces
3 people
Brief the stall holders
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Conduct a safety check
2 people
Staff the information desk
2 people
Welcome visitors
3 people
Keep aisles clear
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Check the lighting
See vendors off
3 people

Aftercare

Take down the stalls
6 people
Clear tables and chairs
5 people
Remove lighting
3 people
Collect waste
4 people
Clean the venue
4 people
Return materials
3 people
Store leftover stock
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 8
Foldable tablesqty 24
Folding chairsqty 36
Beer tablesqty 6
Crowd control barriersqty 12
Clothes racksqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Teaspoonsqty 60
Pastry platesqty 80

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Handheld microphone
Megaphone
Cash register
Cash boxqty 2
Calculatorsqty 3

Lighting

LED string lightsqty 8
LED lampsqty 12
Extension cordsqty 4

Decorations

Market flagsqty 12
Tableclothsqty 24
Booth number signsqty 24
Information boardsqty 6
Directional signsqty 12
Notice boardsqty 2

Kitchen

Thermos flasksqty 6
Serving bowlsqty 4
Serving traysqty 6
Pliersqty 4
Storage boxesqty 10

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Office

Clipboardsqty 6
Ballpoint pensqty 20
Notepadsqty 6
Rolls of tapeqty 8
Scissorsqty 4
Staplersqty 2
Printer paperqty 2
Wristbandsqty 300

Safety

Flashlightsqty 6
High-visibility vestsqty 8
First aid kitsqty 2
Non-slip matsqty 12

Tips

Secure the venue and permit first, ideally at least 8–12 weeks before the market. You need the confirmed space before you can set stall numbers, plan visitor routes or invite sellers with accurate information.
Give stallholders a firm registration deadline, such as 3–4 weeks before opening. Use the final list to confirm the floor plan, assign numbered stalls and identify who needs power or extra furniture.
Inspect the venue in advance and test every extension cord, power strip and cable mat. Keep cables away from walking routes and leave enough sockets for coffee machines, kettles, lighting and sellers’ equipment.
Print the contact list, visitor information, directional signs and stall numbers at least 2 days before setup. Bring spare copies because signs can be damaged by rain, moved during setup or needed at more than one entrance.
Check the weather forecast 48 hours before opening and plan the outdoor setup around it. Build party tents securely, keep tables and chairs dry, and arrange a clear alternative if wind or rain makes the original layout unsafe.

Frequently asked questions

How far in advance should I organise an antique market?: Start 8–12 weeks ahead if you need a venue, permit and multiple stallholders. Set the seller registration deadline 3–4 weeks before the market so there is time to finalise the layout and signage.
How many tables do I need for an antique market?: Count one table allocation per confirmed stallholder, then add at least 10% spare capacity for changes or shared display areas. Finalise the number only after registrations close and the floor plan is checked against the venue.
When should I check the power requirements?: Ask stallholders about power when they register, then confirm the total requirement 2–3 weeks before the market. Test cables, power strips and lighting before opening day rather than discovering a problem during setup.
What should I prepare the day before an antique market?: Print the contact list and visitor information, pack stall number signs and directional signs, and prepare the cash register and change at least 1 day ahead. Also check the forecast and confirm the arrival time with stallholders.

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