Bazaar checklist: what to arrange and when

A bazaar needs more than tables and exhibitors. You need a workable layout, confirmed pitches, permits, payment options, catering and clear instructions for everyone on site. Start by fixing the date and location, then work through registrations, promotion and logistics before the final shopping trip. This checklist helps you keep the planning in order, including the details that are often left until the last week, such as power, cash, parking signs and weather 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

Confirm date and location
2 people
Work out market layout
2 people
Contact exhibitors
2 people
Register exhibitors
2 people
Check permits
Make reservations
Recruit volunteers
2 people
Send invitations
2 people
Post promotion online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Assign pitch locations
2 people
Inform exhibitors
2 people
Create catering menu
2 people
Create the staff schedule
2 people
Check the weather forecast
Order cash
Test payment terminal
Check the shopping list
2 people
Do the shopping
3 people
Prepare materials
3 people
Put up route and parking signs
2 people
Inspect the site
2 people
Check power outlets
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up market stalls
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang decorations
3 people
Put up directional signs
2 people
Set up the registration table
2 people
Set up the cash register
2 people
Build the catering buffet
4 people
Chill drinks
2 people
Prepare snacks
4 people
Lay out crockery and cutlery
2 people
Set up waste stations
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Label the stalls with name tags
2 people
Test sound system
2 people
Conduct a safety check
2 people

Event

Open the entrance
3 people
Welcome visitors
3 people
Register visitors
2 people
Provide information
2 people
Serve catering
5 people
Refill drinks
2 people
Provide coffee and tea
2 people
Manage the cash register
2 people
Handle cash payments
2 people
Support exhibitors
2 people
Check stock
2 people
Monitor tables and seating
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep the grounds clean
2 people
Check the lighting
Take final orders
3 people
See visitors out
3 people

Aftercare

Close the register
2 people
Have exhibitors take down their stands
3 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down party tents
4 people
Clean the grounds
4 people
Check borrowed items
2 people
Return materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Register lost property
Settle up with vendors
2 people
Collect invoices and receipts

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Cash register table
Buffet tablesqty 4
High tablesqty 6
Storage racksqty 4
Clothes racksqty 6

Equipment

Payment terminalsqty 2
Cash drawer
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Cable reelsqty 3
Coolersqty 6
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Induction hobsqty 2
Flashlightsqty 4
Barrier postsqty 12
Barrier tapeqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 80
Glassesqty 100
Cutlery setsqty 150
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6
Bread basketsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 16
Name badgesqty 20
Price tagsqty 80
Chalkboardsqty 8
Directional signsqty 12
Table floral arrangementsqty 8

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24
Lighting cordsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Pansqty 6
Pliersqty 8
Kitchen apronsqty 8
Cooling matsqty 6

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the layout before assigning pitches. Mark entrances, food service, storage, toilets, power outlets and visitor routes so exhibitors know exactly where they will go.
Give exhibitors a firm information deadline at least 7 days before the bazaar. Send pitch locations, arrival instructions, parking details and any rules in one message.
Plan payment and cash separately. Test every payment terminal before opening, arrange a cash drawer, and order cash early enough to avoid a last-minute bank visit.
Check electrical capacity during the site inspection, not on the event morning. Count extension cords, power strips and cable reels, and keep cables away from public walkways.
Make the final weather and stock check 24 hours before opening. Confirm tents, signs, coolers, food warmers, reusable tableware and lighting before volunteers arrive.

Frequently asked questions

How far in advance should I organize a bazaar?: Start planning at least 8 to 12 weeks before the bazaar. Confirm the date and location first, then allow time for permits, exhibitor registration, promotion and equipment bookings.
When should bazaar exhibitors receive their pitch locations?: Send confirmed pitch locations and arrival instructions at least 7 days before the event. This gives exhibitors time to prepare stock, transport and display equipment.
How much cash should I order for a bazaar?: The amount depends on the expected sales and whether exhibitors handle their own payments. Set the cash requirement at least 5 days in advance, and keep a separate float for change at the cash register.
When should I check the weather for an outdoor bazaar?: Check the forecast 48 hours before the bazaar and again 24 hours before opening. Use the final check to confirm tents, route signs, lighting, cable safety and any changes to the site layout.

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.