Charity market checklist: what to arrange and when

A charity market needs more than donated goods and a few tables. You need to confirm the venue, charities, permits, stallholders, layout, payments and volunteer cover before promotion goes out. This checklist covers the full run-up, including sorting and pricing donations, preparing signs and arranging refreshments. Use it to work backwards from opening time so that the practical jobs—power, furniture, cash handling and floor space—are not left until the final morning.

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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
Select charities
3 people
Create the market layout
2 people
Invite participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Arrange exhibitor booths
2 people
Confirm charities
2 people
Make a materials reservation
Check permits
Post promotion on social media
2 people
Distribute posters
3 people
Sort Donation Items
4 people
Price donation items
4 people
Assign stalls and tables
2 people
Print floor plan
Create the volunteer schedule
2 people
Prepare the payment method
2 people
Print price tags
Make information signs
2 people
Pack clothes and books
4 people
Set up decorations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out cash for the register
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Build the stalls
6 people
Set up tables and chairs
5 people
Set up party tents
6 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Display goods per booth
8 people
Put up price tags
4 people
Present the charities
4 people
Set up the cash register
2 people
Set Out Donation Boxes
2 people
Set out coffee and tea
3 people
Display snacks
3 people
Brief volunteers
3 people
Staff the entrance and information desk
2 people
Sell goods
12 people
Register donations
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Register lost property
Announce final sales round
Close the register
2 people
Pack goods
8 people

Aftercare

Take down booths and tents
6 people
Clear tables and chairs
5 people
Remove decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Wash dishes
3 people
Pack leftover food
2 people
Return goods
4 people
Return rented materials
2 people
Count the donations
2 people
Transfer Proceeds
Send thank-you message
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 3
Tablesqty 14
Chairsqty 70
Clothes racksqty 6
Bookshelvesqty 4
Foldable tablesqty 4
Patio chairsqty 12
Stoolsqty 8
Cash desk table
Storage cratesqty 20
Clothes hangersqty 100
Plastic containersqty 20
Roll containersqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving tongsqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 5
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Money counting machine
Payment terminalqty 2
Handheld microphone
Speakerqty 2
Cash drawersqty 3
Calculatorsqty 3
Battery chargersqty 4
Walkie-talkiesqty 6
Power banksqty 4
Label printersqty 2
Printer
Laptop
Payment terminalsqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Tableclothsqty 14
Flower arrangementsqty 8
Decorative basketsqty 10
Photo framesqty 12
Chalkboardsqty 12
Directional signsqty 8
Info boardsqty 6
Price holdersqty 40
Coloring pagesqty 100
Markersqty 24
Tapeqty 8
Scissorsqty 6
Rope rollsqty 4
Poster puttyqty 6
Donation boxesqty 8
Donation badgesqty 20
Name badgesqty 40
Wristbandsqty 200

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Serving trays with lidsqty 8
Aluminum foilqty 2
Food storage containersqty 12
Bottle openersqty 4
Thermos bottlesqty 4
Serving traysqty 8
Bread knivesqty 3
Potholdersqty 8
Kitchen apronsqty 8
Allergen labelsqty 100

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Spongesqty 12
Hand soap dispensersqty 4
Towel roll holdersqty 4
Waste binsqty 10
Dustpan and brushqty 4
Microfiber clothsqty 20
Cleaning glovesqty 8
Drying racksqty 2

Catering

Groceries

Tips

Confirm the date and location before inviting participants or printing posters. Check permits and venue rules at least 4–6 weeks ahead, especially if you will use tents, amplified sound or outdoor stalls.
Create the layout before assigning stalls. Leave clear routes for shoppers, space for clothes racks and bookshelves, and a defined cash desk area; print the final floor plan for volunteers and exhibitors.
Sort and price donated clothes, books and other items before market day. Group similar goods together and print price tags and information signs at least 2–3 days in advance so volunteers are not pricing stock during opening.
Build the volunteer schedule around setup, trading hours and pack-down. Aim for at least two people at the payment point at busy times, with separate cover for welcoming stallholders and restocking tables.
Test every payment and power item before the event. Check the payment terminal, cash-counting equipment, coffee machines, kettles, extension cords, power strips and rechargeable lamps the day before, not when visitors arrive.

Frequently asked questions

How far in advance should I organise a charity market?: Start 6–8 weeks before the market. Confirm the date, location, charities and permits first, then invite participants and begin promotion once the basic layout and registration process are ready.
How many volunteers do I need for a charity market?: Plan for at least 1 volunteer per active area, plus 2 people for the payment point during busy periods. Add separate cover for setup and pack-down, so a small market commonly needs 6–10 volunteer shifts.
When should I sort and price charity market donations?: Finish sorting and pricing 2–3 days before opening. Keep a final check for damaged or unsuitable items, then prepare the price tags, signs and grouped stock so setup is limited to placing items on the assigned tables and racks.
What should I check the day before a charity market?: Check the venue access, floor plan, stall assignments, permits, volunteer schedule and weather arrangements. Test the payment terminal and power equipment, count cups and serving items, and pack signs, tags and donation stock before the final evening.

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.