Association market checklist: what to arrange and when

An association market needs more than confirmed exhibitors and a row of tables. You need a clear registration process, a workable booth layout, reliable power and cooling, and instructions that reach every club before setup day. This checklist follows the practical order: set the date, recruit associations, process registrations, confirm requirements, prepare the site and brief volunteers. Use it to spot late jobs such as permits, insurance documents, name badges and printed floor plans.

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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

Set the date and program
2 people
Contact associations
2 people
Open the registration form
Send invitations
2 people
Post promotion online
Distribute promotional posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Publish the program
Make reservations
Check permits
Prepare insurance documents
Print contact list
Print floor plan
Check power outlets
2 people
Test extension cords
2 people
Check cooling capacity
Create Inventory Lists
2 people
Check the shopping list
2 people
Assign volunteers
2 people
Send instructions to exhibitors
Prepare price lists
2 people
Make name badges
2 people
Prepare route signs
2 people
Test cash registers
2 people
Exchange cash
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare snacks
3 people
Sort tableware
2 people
Bundle materials
3 people
Check the weather forecast
Charge phones
2 people
Clear the site
4 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Place booth numbers
2 people
Hang up decorations
3 people
Set up the info point
2 people
Set up catering point
3 people
Set up the cash registers
2 people
Display snacks
3 people
Hang up floor plans
2 people

Event

Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Welcome visitors
3 people
Staff the information point
2 people
Serve catering
4 people
Operate the cash registers
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Support exhibitors
2 people
Turn on lighting
Take final orders
2 people
See visitors out
3 people

Aftercare

Close the cash registers
2 people
Store food safely
3 people
Have exhibitors dismantle their stands
3 people
Take down tents
6 people
Clear tables and chairs
5 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Inventory materials
2 people
Count remaining stock
2 people
Return materials
3 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 24
Chairsqty 80
Beer tablesqty 8
Foldable tablesqty 8
Stoolsqty 12
Changing boothsqty 2
Clothes racksqty 4
Bollardsqty 12
Folding benchesqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Cash registersqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Megaphonesqty 2
Bluetooth speakersqty 2
Microphonesqty 2
Cable reelsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 150
Balloon weightsqty 12
Tableclothsqty 24
Flower arrangementsqty 8
Club bannersqty 12
Announcement board
Chalkboardsqty 8
Photo backdrop

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving traysqty 8
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 24
Kitchen scalesqty 2
Food gloves
Apronsqty 12
Hair nets
Bottle openersqty 6
Thermometersqty 2
Measuring spoonsqty 2
Bread knivesqty 4
Serving tongsqty 12
Washing-up tubsqty 4
Draining racksqty 4
Water jerry cansqty 6

Cleaning

Waste binsqty 10
Vacuum cleaner
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Administration

Registration formsqty 100
Program flyersqty 500
Floor plansqty 300
Booth number cardsqty 40
Name badgesqty 80
Badge holdersqty 80
Ballpoint pensqty 30
Markersqty 20
Clipboardsqty 10
Price listsqty 40
Receipt rollsqty 20
Cash traysqty 4
Cash boxesqty 2
Wristbandsqty 500
Paper tapeqty 12
Duct tapeqty 8
Rope
Cable ties
Scissorsqty 8
Staplersqty 4
Staples
Pen holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Spare batteries
Non-slip matsqty 12
Cable matsqty 20
Conesqty 20
Warning tape
Vestsqty 20
Rain umbrellasqty 4

Tips

Set the date and program before contacting associations, then open registration early enough to collect dietary requirements and exhibitor details before you create the booth layout.
Confirm every exhibitor before publishing the program. Send booth instructions with arrival times, table details, price-list requirements and where to find the final floor plan.
Check permits and insurance documents several weeks before the market, not during setup. Keep printed copies with the event contact list so volunteers can find them quickly.
Walk through the floor plan and test every planned power point before opening. Check extension cords, power strips, cable reels, refrigerators and charging stations together rather than separately.
Assign volunteers to specific jobs and give them written instructions before the event day. Prepare name badges, contact lists, price lists and inventory lists early enough to correct missing information.

Frequently asked questions

How far in advance should I start planning an association market?: Start at least 8 to 12 weeks before the market. Set the date and program first, then contact associations, open registration and leave time to process registrations and confirm exhibitors.
When should I close registration for an association market?: Close registration about 2 to 3 weeks before the event. That gives you time to confirm the final exhibitor list, collect dietary requirements, draw the booth layout and publish an accurate program.
What should I check for power at an association market?: Check power outlets and cooling capacity at least 1 week before setup, then test extension cords and cable reels on the setup day. Include power strips, charging stations and equipment such as refrigerators in the same check.
When should I print the floor plan and name badges?: Print the floor plan and contact list 1 to 2 days before the market, after exhibitor confirmations are final. Prepare name badges and price lists at the same time, with a few blank badges for last-minute changes.

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.