Charity market checklist and planning guide

A charity market needs more than stalls and donations. You need to confirm the venue, permits, participating organisations, layout, power, toilets and payment setup before promotion begins. This checklist follows the practical order of work, from choosing charities and opening registration to scheduling volunteers and preparing cash, refreshments and signage. Use it to keep exhibitors informed and prevent last-minute gaps on market day.

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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
Select charities
3 people
Work out market layout
2 people
Reserve stalls
Reserve power supply
Check toilets
Reach out to participating organizations
2 people
Open the registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Recruit volunteers
2 people
Create the volunteer schedule
2 people
Send directions
Print floor plan
Print safety instructions
Order cash
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare the cash register and change set
2 people
Make labels and price tags
3 people

Event

Fill coolers
2 people
Clear the site
4 people
Lay cables safely
2 people
Build the stalls
6 people
Set up tables and chairs
4 people
Hang decorations
3 people
Place information signs
2 people
Present the charities
4 people
Display items for sale
8 people
Set up the cash register
2 people
Prepare catering
4 people
Chill drinks
2 people
Set out coffee and tea
2 people
Check in volunteers
2 people
Welcome exhibitors
3 people
Instruct exhibitors
2 people
Staff the entrance and information desk
2 people
Record sales and donations
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Wash dishes
2 people
Empty trash bins
2 people
Check toilets
Safely store cash proceeds
2 people
Announce final sales round
See visitors out
2 people

Aftercare

Close the register
2 people
Count sales proceeds
2 people
Packing sales items
6 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Sort and remove waste
3 people
Clean dishes and kitchen
3 people
Clean the grounds
4 people
Return materials
3 people
Return booths
2 people
Transfer the proceeds
2 people
Thank donors
2 people
Announce the proceeds

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 40
Foldable tablesqty 4
Tableclothsqty 16
Clothes racksqty 4
Storage boxesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Handheld megaphone
Payment terminalsqty 2
Calculatorsqty 3
Cash boxesqty 4
Cash counting traysqty 4
USB chargersqty 6

Lighting

LED string lightsqty 8
Work lightsqty 4

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Thermos flasksqty 4
Ice packsqty 16
Serving tongsqty 8
Storage binsqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Chalkboardsqty 12
Name card holdersqty 20
Price holdersqty 30
Postersqty 30
Floor plansqty 20
Directional signsqty 12
Charity platesqty 12

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 8
Reusable cleaning clothsqty 20
Glovesqty 20
Hand broomsqty 3
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the date, location and permit requirements before inviting exhibitors. Allow at least 6–8 weeks for venue checks, permissions and stall bookings.
Draw the market layout before reserving equipment. Count every stall, table, chair, clothes rack and storage box, then mark power points, walkways, toilets and the volunteer point.
Set an exhibitor deadline for registrations and dietary requirements, ideally 2–3 weeks before the market. Use the final list to confirm stall spaces, directions and refreshments.
Prepare the volunteer rota at least 7 days before the event, with named cover for setup, registration, cash handling, refreshments, safety questions and closing down.
Prepare the cash register, change set and payment terminals the day before. Keep cash, calculators, extension cords, power strips, work lights and printed safety instructions together so setup does not depend on a last-minute shop.

Frequently asked questions

How far in advance should I organise a charity market?: Start at least 6–8 weeks before the market. Confirm the date, location, permits, charities, stalls, power and toilets first, then allow 2–3 weeks for registrations and promotion.
How many volunteers do I need for a charity market?: Plan for at least one coordinator plus one volunteer for every key area: setup, registration, cash, refreshments and closing. For a small market, a rota of 6–8 people usually provides cover without leaving one person responsible all day.
When should charity market registrations close?: Close registrations 2–3 weeks before the event. This gives you time to confirm exhibitors, collect dietary requirements, finalise the floor plan, print directions and prepare the volunteer schedule.
When should I prepare the cash and payment equipment?: Check payment terminals, calculators and the change set 1–2 days before the market, then assemble the cash register on the day before. Keep a written record of who collects and returns the cash.

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.