Charity market checklist: what to arrange and when

A charity market needs more than stalls and donated goods. You need to confirm the charity, venue and permissions first, then recruit stallholders and volunteers, collect registrations and plan the layout. In the final week, price the goods, prepare signs, check power and organise payments. This checklist also covers the details that are often left too late, such as dietary information, change for the register and chilled items for the refreshment area.

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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
2 people
Confirm the charity
2 people
Prepare the budget
2 people
Recruit market stalls
3 people
Recruit volunteers
3 people
Send invitations
3 people
Publish on social media
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Create stall layout
2 people
Check power outlets
2 people
Confirm reservations
2 people
Create the volunteer schedule
2 people
Prepare the payment method
2 people
Make price tags
3 people
Create floor plan
2 people
Make promotional signs
3 people
Sort goods
4 people
Price goods
4 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up chilled goods
2 people
Set up the register and change
2 people
Collect materials
4 people
Prepare snacks
4 people
Chill drinks
2 people

Event

Clear the venue
4 people
Set up stalls and tables
6 people
Set up chairs
3 people
Set up party tents
6 people
Connect lighting
2 people
Secure power cables
2 people
Hang decorations
4 people
Set up the information booth
3 people
Set up stalls
8 people
Put up price tags
4 people
Post payment information
2 people
Set up the catering table
4 people
Set out coffee and tea
3 people
Display snacks
3 people
Place waste stations
2 people
Brief volunteers
3 people
Open the cash register
2 people
Welcome visitors
3 people
Staff the sales booth
8 people
Provide information
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the coolers
2 people
Keep tables tidy
2 people
Collect waste
2 people
Check toilets
2 people
Restock supplies
2 people
Count the cash register mid-shift
2 people
Announce final sales
Close the register
2 people
Store goods safely
4 people

Aftercare

Take down the stalls
6 people
Take down party tents
6 people
Clear tables and chairs
5 people
Collect tableware
3 people
Dispose of waste
3 people
Clean the venue
4 people
Check materials
2 people
Wash dishes
3 people
Store materials neatly
3 people
Return borrowed items
2 people
Deposit sales revenue
2 people
Transfer the donation amount
2 people
Handle leftover goods
2 people
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 10
Tablesqty 12
Chairsqty 40
Stoolsqty 8
Tableclothsqty 12
Clothes racksqty 4
Storage boxesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Bowlsqty 60
Cutlery setsqty 100
Serving boardsqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Power stripsqty 6
Extension cordsqty 6
Cash registersqty 2
Card machinesqty 2
Handheld microphone

Lighting

LED light stringsqty 6
Work lightsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Promotional signsqty 6
Directional signsqty 8
Information boardsqty 4
Price sign holdersqty 30

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Pliersqty 8
Measuring cupsqty 2
Thermos flasksqty 6
Water jugsqty 6
Cooling platesqty 8
Aluminum foilqty 4
Cling filmqty 4
Serving plattersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12

Catering

Groceries

Payment methods

Cash boxesqty 2
Change boxesqty 4
Coupon bookletsqty 6
Cash bagsqty 100
QR code cardsqty 8

Office

Pensqty 20
Waterproof markersqty 12
Notepadsqty 10
Rolls of tapeqty 8
Scissorsqty 6
Rope rollsqty 4
Poster puttyqty 6
Clipboardsqty 6
Glue Sticksqty 6

Safety

Cable matsqty 8
Barrier tapeqty 4
Flashlightsqty 4
Work glovesqty 12

Transport

Transport cartsqty 2
Foldable cratesqty 12
Tarpaulinsqty 4

Tips

Confirm the date, location, charity and permit requirements before inviting stallholders. Allow at least two weeks for any permit or venue questions to be resolved.
Set a clear deadline for stallholder and volunteer registrations, then use the final numbers to create the stall layout and volunteer schedule. Do not wait until the event week to decide who covers setup, sales and cleanup.
Check every powered area in advance, including coffee machines, kettles, card machines, work lights and microphone equipment. Count outlets, power strips and extension cords so you are not relying on one socket at the busiest stall.
Price and sort donated goods before the final setup day. Prepare price tags and promotional signs together, and keep storage boxes ready for items that need to be moved or held back.
Prepare the payment point with the chosen payment method, a cash register and change before doors open. Pick up chilled goods close to the event, while cups, plates, cutlery and serving equipment can be collected and checked earlier.

Frequently asked questions

How far in advance should I organise a charity market?: Start at least 6 to 8 weeks before the market. Confirm the venue, charity and permits first, then recruit stalls and volunteers before publishing the final event details.
How many volunteers do I need for a charity market?: Plan separate cover for setup, the payment point, refreshments, visitor questions and cleanup. As a starting point, schedule at least 1 volunteer per active area, with overlapping shifts of 2 to 3 hours.
When should I price goods for a charity market?: Sort and price goods 3 to 7 days before the event, once most donations have arrived. Leave the final day for missing labels, last-minute donations and moving stock into the planned stall layout.
What should I check the day before a charity market?: Check the floor plan, stall reservations, volunteer schedule, signs, payment equipment, change and power access. Also confirm chilled goods and pack reusable cups, coffee cups, plates, bowls and cutlery so they are ready for setup.

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.