CD market checklist: what to arrange and when

A CD market needs more than tables and sellers. You have to confirm the venue, check permits and insurance, register vendors, plan the stand layout and prepare the information desk. This checklist puts the work in a practical order, from the first arrangements to opening the doors. It also covers details that are easy to leave too late, such as dietary requirements, stand numbers, seller contacts, lighting and chilled drinks.

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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 location and date
Check permits
Check insurance
Draft vendor terms
Create a registration form
Send invitations
2 people
Contact CD sellers
2 people
Process registrations
Collect dietary requirements
Arrange tables for vendors
2 people
Send seller confirmation
Create a booth floor plan
Make material reservations
Hang promotion poster
2 people
Check the shopping list
Do the shopping
2 people
Withdraw petty cash
Print vendor contact list
Prepare name badges
Chill drinks
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Number the stands
2 people
Set up lighting and cables
2 people
Set up the information desk
2 people
Receive vendors
3 people
Guide vendors to booths
2 people
Welcome visitors
2 people
Provide information and directions
Serve drinks
2 people
Refill coffee and tea
Refill drinks
Collect waste
Check out vendors
2 people
Register lost property

Aftercare

Turn off lights
2 people
Dismantle tables and chairs
4 people
Collect leftover materials
2 people
Wash dishes
2 people
Clean the venue
3 people
Take waste to the bins
2 people
Return borrowed equipment
2 people
Clear away leftover stock
Handle lost and found
Thank vendors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 12
Beer tablesqty 4
Folding counter
Coat racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Microphone
Speakersqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

CD market bannersqty 3
Directional signsqty 8
Booth numbersqty 24
Tableclothsqty 24
Name badgesqty 60
Poster holdersqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Tea glassesqty 50
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Pliersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Hand broomsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the venue, date, permits and insurance before inviting sellers. Allow at least several weeks for any permit or insurance questions to be resolved.
Set a clear registration deadline for sellers and collect dietary requirements at the same time. Send each confirmed seller their arrival details, stand number and any vendor terms before the event.
Create the booth floor plan before reserving tables and materials. Number every stand and print a matching seller contact list so setup questions can be solved quickly on the day.
Check power and lighting before opening the venue. Extension cords, power strips, LED lamps and string lights should be placed safely, with cables kept out of walkways.
Buy refreshments and withdraw petty cash before event day, then chill drinks and prepare coffee, tea and serving equipment during setup. Doing this early prevents the information desk from becoming a last-minute storage area.

Frequently asked questions

How early should I start organising a CD market?: Start at least 6 to 8 weeks before the market. Confirm the venue, date, permits and insurance first, then allow time to recruit sellers, process registrations and make material reservations.
When should CD market sellers receive confirmation?: Send confirmation as soon as a registration is accepted, and no later than 1 to 2 weeks before the market. Include the seller’s stand number, arrival instructions, vendor terms and any information about tables or equipment.
How many tables do I need for a CD market?: Base the number on the confirmed seller registrations and the booth floor plan, then reserve a few extra tables if space allows. Finalise the layout at least 1 week before the event so tablecloths, booth numbers and signage match it.
What should I prepare on the morning of a CD market?: Open the venue, set up tables and chairs, number the stands, install lighting and cables, and prepare the information desk before sellers arrive. Keep at least 60 to 90 minutes for setup, plus extra time if equipment or refreshments need testing.

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