Charity market checklist: what to arrange and when

A charity market needs more than stalls and donated goods. You have to confirm the venue, coordinate participating charities, recruit volunteers, set up a payment and donation process, and make the visitor route clear. Start with the date, location and fundraising goal, then move on to registrations, promotion and exhibitor details. During the final week, check supplies, prepare price tags, test payment equipment and send one last practical update to everyone involved.

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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
Define the goal and expected outcome
2 people
Contact participating charities
2 people
Inventory booths and activities
2 people
Make reservations for materials
Publish registration form
Send invitations
2 people
Promote the market on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create a market map
2 people
Assign stand numbers
Recruit volunteers
2 people
Create the volunteer schedule
2 people
Record payment method
2 people
Arrange cash and change
2 people
Test donation system
2 people
Send final confirmation to exhibitors
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Sort goods and prizes
4 people
Prepare price tags
2 people
Prepare the registration desk
2 people
Setting up shelf-stable catering
2 people
Fill coolers
2 people
Mark off market area
3 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
3 people
Hang lighting
3 people
Number the stands
2 people
Welcome exhibitors
3 people
Display goods by booth
6 people
Put up price tags
4 people
Prepare coffee and tea
3 people
Set out snacks
3 people
Set up the information desk
2 people
Test sound system
2 people
Count the cash register
2 people
Brief volunteers
3 people

Event

Open the doors and entrance
2 people
Welcome visitors
3 people
Register donations
2 people
Sell goods
8 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
2 people
Relieve exhibitors
2 people
Run an extra promotion round
2 people
Announce final sales round
Close sales and donations
3 people
See visitors out
2 people

Aftercare

Count the cash and proceeds
3 people
Pack up leftover sale items
4 people
Dismantle tables and chairs
5 people
Take down tents
6 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the market location
4 people
Load materials
4 people
Return borrowed items
2 people
Transfer Proceeds
2 people
Inform exhibitors about the proceeds
Handle lost and found
Remove promotional signs
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 4
Clothes racksqty 4
Storage binsqty 12
Tableclothsqty 12
Checkout tablesqty 2
Waste binsqty 8

Equipment

Card machinesqty 2
Sound system
Microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Coolersqty 4
Folding signqty 2
Laptopsqty 2
Calculatorsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 100
Forksqty 100
Spoonsqty 100
Knivesqty 60
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 16
Water jugsqty 6

Decorations

Promotional signsqty 8
Booth numbersqty 12
Price holdersqty 40
Buntingqty 10
Bannersqty 4
Chalkboardsqty 6
Table décorqty 12
Pensqty 30
Notepadsqty 12
Adhesive tapeqty 8
Rope rollsqty 4

Catering

Receipt bookletsqty 6
Cash boxesqty 3
Donation boxesqty 6
Attendance boxesqty 12
Groceries

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4
Hand sanitizer holdersqty 6
Toilet brushesqty 2

Tips

Confirm the venue and market layout before inviting exhibitors. Mark each stand, activity and checkout point on a simple market map, then assign stand numbers before sending final confirmations.
Set a registration deadline at least 7 days before the market. Use the final list to confirm exhibitors, collect dietary requirements and build a volunteer schedule with named shifts.
Test every payment and donation method at least 3 days beforehand. Arrange cash and change, charge card machines, and keep a calculator available at each checkout table.
Plan the setup crew in timed shifts rather than asking for general help. Allow at least 60 minutes before opening to place stalls, tables, signs, waste bins, tablecloths and power connections.
Do the final shopping and sort goods and prizes 1–2 days before the market. Prepare price tags in advance and check weather conditions early enough to adjust tents, lighting or the layout.

Frequently asked questions

How far in advance should I organise a charity market?: Start planning 6–8 weeks before the market. Confirm the date, location and participating charities first, then allow 2–3 weeks for registrations, invitations and promotion.
How many volunteers do I need for a charity market?: Plan for at least 1 volunteer per active stand or activity, plus 2 people for checkouts and 2 for setup and troubleshooting. For a market with 10 stands, that usually means around 14–16 volunteers across shifts.
When should I send the final charity market information to exhibitors?: Send final details 3–5 days before the market. Include the arrival time, stand number, market map, parking or unloading instructions, payment arrangements and a contact number for the day.
How much change should I prepare for a charity market?: Prepare enough small notes and coins to cover the first 2–3 hours of sales, with extra low-value coins for popular stalls. Count and record the starting cash before opening, and keep reserve change separate from donations.

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.