Bazaar checklist: organise everything in the right order

A bazaar needs more than stalls and tables. You have to confirm the venue, check permits, coordinate stallholders, plan the layout and arrange volunteers before the day itself. Food service, raffle prizes, children’s games and payment supplies also need separate preparation. Use this checklist to work backwards from opening time, so registrations, labels, change and equipment are ready before the first visitor arrives.

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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
Check permits
Prepare the budget
2 people
Contact stallholders
2 people
Divide the stalls
2 people
Send invitations
2 people
Distribute flyers
3 people
Process registrations
Collect dietary requirements
Source raffle prizes
3 people
Create a music playlist
Choose games for children
2 people
Check reservations
Draw the stall layout
2 people
Create the volunteer schedule
2 people
Reserve cash boxes
Check the shopping list
2 people
Do the shopping
3 people
Sort inventory
3 people
Sort prizes
3 people
Prepare labels
2 people
Prepare Change
2 people
Open venue
2 people
Inspect the site
2 people
Unload booths
6 people
Set up tables and chairs
6 people
Set up party tents
6 people
Connect power points
2 people
Hang lighting
3 people
Set up stalls
8 people
Hang up decorations
3 people
Hang up price lists
2 people
Set up raffle table
2 people
Set up children's games
3 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Chill drinks
2 people
Stock the cash registers
2 people
Check toilets
2 people
Place waste stations
2 people
Clear the safety route
2 people
Brief volunteers
2 people

Event

Staff the cash register
2 people
Welcome visitors
2 people
Staff the booths
8 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Supervise children's games
3 people
Restock sales tables
3 people
Collect waste
2 people
Check toilets periodically
Sell raffle tickets
2 people
Announce raffle
Run the raffle
3 people
Close stalls
8 people
Serve the last drinks round
2 people
Close out the registers
3 people
See visitors out
2 people

Aftercare

Remove decorations
3 people
Pack leftover food
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Take down tents and tables
6 people
Stack chairs
3 people
Inventory supplies
2 people
Return the stalls
3 people
Return borrowed items
2 people
Keep lost and found items
Count the cash register takings
2 people
Store unused stock
2 people
Dispose of perishable waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 14
Chairsqty 80
High tablesqty 6
Clothes racksqty 4
Folding benchesqty 6
Tablecloth clipsqty 14

Tableware

Reusable platesqty 120
Reusable bowlsqty 40
Reusable cupsqty 180
Wine glassesqty 60
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Coolersqty 2
Cutting boardsqty 4
Kitchen knivesqty 6
Pliersqty 6
Measuring cupsqty 3
Serving traysqty 8

Equipment

Bluetooth speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Power banksqty 4

Lighting

String lightsqty 6
LED lanternsqty 8
Lamp Standsqty 4

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 14
Chalkboardsqty 12
Chalk markersqty 12
Flower vasesqty 8
Artificial flowersqty 24
Stall number signsqty 12
Directional signsqty 8

Sales materials

Cash boxesqty 4
Price labelsqty 300
Price sign holdersqty 30
Small change traysqty 12
Cash register rollsqty 6
Pensqty 20
Calculatorsqty 4
Bagsqty 150
Wrapping paper rollsqty 6
Rolls of tapeqty 12
Scissorsqty 8

Raffle

Raffle drum
Raffle tickets basketsqty 4
Prize displaysqty 12

Children's games

Ring toss set
Can toss set
Tug of war rope
Wooden gamesqty 4
Play matsqty 4
Colored pencilsqty 24
Coloring pagesqty 150
Prize giftsqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the date and venue first, then check permits before contacting stallholders or printing flyers. Allow at least 6–8 weeks if the bazaar is open to the public, because approvals and stallholder responses can take time.
Draw the stall layout after you know how many sellers are attending. Leave clear routes between stalls and reserve space for food service, children’s games, raffle prizes and a volunteer station.
Create the volunteer schedule in shifts of 2–3 hours rather than assigning one person for the whole day. Cover opening, unloading, visitor support, cash handling, refreshments and closing separately.
Prepare cash boxes and change at least one day before the bazaar. Count the starting float with two people, keep it separate from takings and avoid leaving cash boxes unattended during busy periods.
Check catering quantities against registrations and dietary requirements 48 hours before the event. Set out reusable cups, plates, bowls and serving tools only after the venue inspection, so missing or unsuitable equipment is noticed in time.

Frequently asked questions

How early should I start organising a bazaar?: Start 6–8 weeks before the event. Confirm the date and location first, check permits, then contact stallholders and open registrations before producing the final layout.
How do I plan the layout for a bazaar?: Draw the layout once you know the number of stalls, preferably 2–3 weeks before opening. Mark entrances, walkways, tables, clothing racks, food service, children’s activities and any raffle area so the setup team can place everything quickly.
When should I prepare bazaar raffle prizes and labels?: Sort prizes and prepare labels at least 3–5 days beforehand. Keep the prizes together with the raffle materials, and check the final list again the day before loading the venue.
How much time do I need for bazaar setup?: Allow at least 2–3 hours for setup, depending on the number of stalls and tents. Open the venue early enough to inspect the site, unload booths, position furniture, test the speakers and prepare refreshments before visitors arrive.

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.