Candle Sale Checklist

A candle sale needs more than candles and a sales table. You need enough stock, clear prices, payment materials, packaging and a team that knows who handles each task. Start by setting the sale date and reserving the booth, then move through promotion, registrations, ordering and setup. This checklist helps you work in the right order and avoid last-minute problems such as missing cash, unlabelled tables or insufficient bags for purchases.

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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 sale date
Reserve the sales booth
Determine the candle assortment
2 people
Order candle stock
Set sale prices
2 people
Create promotional copy
Send invitations
2 people
Hang posters
2 people
Post online promotion
Assemble the sales team
Process registrations
Collect dietary requirements
Order cash
Check stock
2 people
Sort candles
3 people
Print price lists
Print sales forms
Do the shopping
2 people
Pack candles
3 people
Label sales tables
2 people
Clean the venue
3 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
2 people
Set up sales booths
4 people
Set out candles
4 people
Set up cash registers
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people

Event

Staff the sales counter
3 people
Restock candles
2 people
Process payments
2 people
Package purchases
2 people
Inform visitors
2 people
Serve coffee and tea
2 people
Refill drinks
Empty trash bins
Close sales desk
3 people

Aftercare

Count remaining stock
2 people
Close out the registers
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Wash dishes
2 people
Clean the venue
3 people
Return materials
2 people
Store leftover stock
2 people
Process unsold orders
Remove promotional materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 16
Tableclothsqty 8

Sales materials

Checkout tablesqty 2
Storage cratesqty 12
Paper carrier bagsqty 300
Gift bagsqty 100
Wrapping paper rollsqty 6
Gift ribbon rollsqty 4
Price sign holdersqty 20
Price listsqty 12
Clipboardsqty 4
Pensqty 20
Markersqty 12
Rolls of tapeqty 6
Scissorsqty 4
Receipt padqty 4
Cash boxesqty 2
Cash counting traysqty 2
Card machinesqty 2
Calculatorsqty 2
Candle assortmentqty 500

Decorations

Promotional postersqty 20
Directional signsqty 8
Bannersqty 2
Table decorationsqty 8

Lighting

LED light stringsqty 6
Battery lampsqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 6
Serving spoonsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Bucketsqty 2

Safety

Fire extinguishersqty 2

Catering

Groceries

Tips

Set the date, reserve the sales booth and confirm access times before ordering stock. Allow at least two weeks for promotion, registrations and delivery of the candle assortment.
Choose the candle assortment before setting prices. Prepare printed price lists and sales forms at least one day before the sale, with spare copies at the checkout tables.
Plan checkout separately from display tables. Assign one person to handle payments and another to pack candles during busy periods, and test card machines before opening.
Prepare packaging for both regular and gift purchases. Keep paper carrier bags, gift bags, wrapping paper and ribbon together so the team does not have to search during a rush.
Finish the physical setup before customers arrive: tables, chairs, tents, tablecloths, signs, lighting and stock should be in place at least 60 minutes before opening. Count the stock once before setup and again after packing.

Frequently asked questions

How far in advance should I organize a candle sale?: Start at least two weeks before the sale date. That gives you time to reserve the booth, order candle stock, promote the event, process registrations and prepare the sales materials.
How much candle stock should I order for a sale?: Use your registrations and previous sales as the baseline, then add roughly 10–15% for walk-in customers and popular designs. Check the assortment when it arrives and separate damaged or missing items before packing.
What should I prepare for candle sale checkout?: Prepare price lists, sales forms, clipboards, pens, calculators, cash boxes, a receipt pad and card machines. Count the opening cash before customers arrive and test every payment method at least 30 minutes before opening.
When should I set up the candle sale tables?: Set up tents, tables, chairs, tablecloths, signs and lighting at least 60 minutes before the sale starts. Place the checkout tables where customers can find them easily, then label display tables and arrange the candles by assortment or price.

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