A practical charity market checklist

A charity market needs more than tables and stalls. You need to secure the date and venue, check permits, confirm exhibitors, plan payments and organise volunteers before setup day. This checklist takes you from the first arrangements to chilled drinks, labelled prices and a clean venue. Use it to spot the jobs that are easy to leave too late, especially waste collection, dietary information, power access and the final weather check.

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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
Develop the stall layout
2 people
Announce the charity
Send invitations
2 people
Contact exhibitors
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Reserve tables and chairs
Arrange waste collection
Order print materials
Print floor plan
Prepare the payment method
2 people
Prepare donation boxes
2 people
Make price tags
2 people
Assign volunteers
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Clean the venue
3 people
Build the stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Set up party tents
6 people
Connect power
2 people
Hang decorations
3 people
Set up signage
2 people
Set up stalls
8 people
Prepare the buffet
4 people
Prepare coffee and tea
2 people
Set up the register and change
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Register donations
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Announce final sales
Wave goodbye to visitors
3 people

Aftercare

Close the register
2 people
Seal donation boxes
2 people
Clear out stalls
6 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Take down tents and decorations
6 people
Return furniture
3 people
Return equipment
2 people
Transfer donations
2 people
Thank exhibitors

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 16
Folding chairsqty 80
Market tablesqty 12
Clothes racksqty 6
Tableclothsqty 16

Equipment

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

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Aluminum foilqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Chalkboardsqty 12
Directional signsqty 10
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Catering

Cash registersqty 2
Cash boxesqty 2
Donation boxesqty 3
Menusqty 12
Name badgesqty 40
Groceries

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom and dustpanqty 3
Hand broomsqty 4
Toilet brushesqty 2

Tips

Confirm the venue, date and permit requirements before inviting exhibitors. Allow at least 4–6 weeks for registrations, stall planning and any approval process.
Set a firm exhibitor deadline and confirm every registration afterwards. Collect dietary requirements at the same time, rather than trying to chase them during the final week.
Plan the stall layout before reserving tables, chairs and clothing racks. Leave clear routes for visitors, keep payment points easy to find and check where extension cords and power strips can safely run.
Prepare the payment method and donation boxes several days before the market. Test payment terminals, label price tags clearly and keep a backup way to record sales or donations if technology fails.
Finish the practical setup in stages: clean the venue first, build stalls, then place tables, chairs and non-perishable supplies. Chill drinks close to opening time and check the weather forecast 24–48 hours beforehand so tents and outdoor displays can be adjusted.

Frequently asked questions

How far in advance should I organise a charity market?: Start planning at least 4–6 weeks before the event. That gives you time to confirm the venue and permits, contact exhibitors, process registrations, order print materials and assign volunteers.
When should charity market exhibitors be confirmed?: Set the registration deadline 2–3 weeks before the market and confirm exhibitors immediately afterwards. Use the final list to complete the stall layout, price signage, table allocation and volunteer rota.
How many volunteers do I need for a charity market?: Plan for at least 1 volunteer per 5–8 active stalls, plus separate cover for payments, donations and setup. For a 20-stall market, that usually means 4–6 people during opening hours and extra help for setup and closing.
When should I set up the charity market?: Clean the venue and assemble the stalls several hours before visitors arrive. Set up tables, chairs, signs and payment equipment in the final 2–3 hours, then chill drinks and make a last check of prices, donation boxes and walkways.

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.