What you need for a charity market

A charity market needs more than donated goods and seller tables. You need a clear checkout setup, serving equipment, power supplies, lighting and a way to keep stock organised while several charities and vendors are working at once. Plan shopping quantities around your busiest hour, not your average attendance. This list helps you prepare for cash handling, refreshments, outdoor conditions and an indoor backup without leaving essential equipment until the last week.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Beer tablesqty 6
Chairsqty 60
Information desk
Checkout tablesqty 2
Stoolsqty 8
Clothes racksqty 4
Storage boxesqty 12

Tableware

Reusable mugsqty 80
Reusable glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Serving traysqty 8
Pitcherqty 4
Thermos flasksqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Payment terminalsqty 3
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4
Handheld megaphone
Flashlightsqty 4
Calculatorsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 4

Decorations

Charity bannersqty 6
Directional signsqty 12
Prize card holdersqty 30
Tableclothsqty 24
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Cable tiesqty 200
Tapeqty 8
Painter's tapeqty 6
Whiteboard
Markersqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Ice packsqty 20
Bottle openersqty 4
Thermometer
Dishpanqty 2
Drying racksqty 2

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Popcorn - 6 bags
- Cookies - 8 packs
- Butter cookies - 6 packs
- Rice cakes - 6 packs
- Mini currant buns - 60 pieces
- Mini croissants - 60 pieces
- White sandwich bread - 4 loaves
- Whole wheat sandwich bread - 4 loaves
- Mini buns - 80 pieces
- Young cheese - 2 kilograms
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey breast - 1 kilogram
- Cucumber salad - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Fresh basil - 4 bunches
- Eggs - 30 pieces
- Puff pastry - 6 packs
- Butter - 1 kilogram
- Pizza Dough - 6 rolls
- Shredded cheese - 1 kilogram
- Mushrooms - 1 kilogram
- Bell peppers - 12 pieces
- Onions - 2 kilograms
- Frozen vegetables - 2 kilograms
- Tomato sauce - 6 jars
- Syrup - 2 bottles
- Lemon juice - 2 bottles
- Ice cubes - 10 kilograms
- Coffee milk cups - 200 pieces
- Stir sticks - 200 pieces
- Napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 1 package
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 refills

Tips

Set up one checkout table for roughly every 50 expected visitors during the busiest hour. Buy or bring calculators, receipts, price lists, payment terminals, cash boxes and enough change before vendor instructions go out.
For a four-hour market, allow at least two reusable mugs, glasses, plates and sets of cutlery per expected refreshment customer unless you have a washing point. Add serving trays, a pitcher, coolers and thermos flasks so drinks can be served without constant trips.
Give each charity or vendor a labelled storage box or a clearly marked section under the tables. This prevents donated stock, cash paperwork and unsold merchandise from being mixed together during restocking.
For an outdoor market, check every power-dependent item at least 7 days before opening. Bring extension cords, power strips and rechargeable power banks, and keep coffee machines and kettles on separate outlets where possible.
Plan lighting for both the checkout area and walkways, even if the market ends in daylight. Pack LED lamps, battery lanterns and LED light strings, plus flashlights for volunteers handling cash or packing stock after closing.

Frequently asked questions

How many tables do I need for a charity market?: Start with one market table per charity, vendor or selling group, then add one information desk and one checkout table for every 50 expected visitors in the busiest hour. Keep at least one extra table available for overflow stock or a late change in layout.
How much change should I bring to a charity market?: Prepare change for at least the first 2 hours, with a mix of small notes and coins suited to your lowest prices. Count and record each cash box before opening, and keep a separate reserve rather than putting all change on the checkout table.
What equipment do I need for an outdoor charity market?: Pack party tents, foldable tables, chairs, storage boxes, payment equipment, extension cords, power strips and rechargeable power banks. Check the forecast 48 hours before the event and keep an indoor backup plan ready instead of relying on tents alone.
How many cups and plates do I need for a charity market?: Estimate the busiest-hour refreshment sales and prepare at least two reusable cups, glasses and plates per expected customer if items cannot be washed during the event. For 50 customers, that means a starting supply of about 100 of each item, plus serving trays and thermos flasks.

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