Clearance sale checklist: what to arrange and when

A clearance sale runs smoothly when pricing, stock and customer flow are settled before setup day. Start by fixing the sale date and terms, then advertise, process registrations and prepare the items for display. During the final week, test payments, organise change and confirm tables, racks, lighting and signs. On the day, allow enough time to clear and clean the sales area before displaying stock and opening the cash register.

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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

Record sale date and times
Draw up sales terms
Create an advertisement for sale
Send invitations
2 people
Publish sale online
Process registrations
Collect dietary requirements
Reserve the required tables
Set pricing policy and discounts
2 people
Take inventory of supplies
3 people
Sort items by category
4 people
Clean saleable items
3 people
Price items
4 people
Attach price tags
3 people
Pack fragile items
2 people
Test payment methods
2 people
Prepare cash register and change
2 people
Do the shopping
2 people
Clear the sales area
4 people
Make route and parking signs
2 people
Clean the sales area
3 people
Set up tables and racks
4 people
Check lighting and power
2 people
Display items
6 people
Set up the cash register
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Put up signs and opening hours
2 people
Brief team and tasks
3 people

Event

Open doors for visitors
2 people
Welcome visitors
2 people
Handle sales and payments
3 people
Package purchases
2 people
Serve drinks and coffee
2 people
Refill drinks
Refill snacks
Register sold items
Clear away sold-out tables
2 people
Inform last visitors
2 people

Aftercare

Close the register
2 people
Count remaining items
3 people
Take items to storage
4 people
Take down tables and racks
4 people
Collect and remove waste
3 people
Wash dishes and supplies
2 people
Clean the sales area
3 people
Check deposits and borrowed items
Return borrowed materials
2 people
Close online ads
Relabel remaining stock
2 people

What to bring

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

Furniture

Tablesqty 10
Folding chairsqty 12
Clothes racksqty 4
Storage cratesqty 20
Clothes hangersqty 80
Tableclothsqty 10
Cash box
Queue postsqty 4

Equipment

Cash drawer
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Label printer
Calculatorsqty 2
Staplersqty 3
Scissorsqty 6
Tape measuresqty 2
Hand trucksqty 2
Flashlightsqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Tableware

Coffee cupsqty 40
Glassesqty 50
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 3
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Price tagsqty 500
Rolls of tapeqty 6
Directional signsqty 8
Opening sign
Information boardsqty 4
Ropeqty 2
Balloonsqty 30
Buntingqty 4
Table numbersqty 10
Pensqty 20
Notepadsqty 6

Catering

Groceries
Coffee milk cupsqty 100
Ice cube traysqty 4
Serving traysqty 4

Cleaning

Bucketsqty 3
Floor mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Hand broomsqty 4
Toilet brushqty 2

Tips

Set the sale date, opening hours and sales terms before publishing the advertisement. Include whether prices are negotiable, which discounts apply and how customers can register.
Sort and price stock several days before the sale, not on the morning itself. Attach price tags as items are checked so buyers can compare categories without waiting for help.
Plan the sales layout around customer flow: use tables for smaller items, clothes racks with hangers for garments and storage crates for stock that is not yet on display. Keep a clear route to the payment point.
Test every payment method at least one day in advance. Count the starting change, check the payment terminal and keep the cash drawer, calculators and any required power connections together.
Walk the customer route before opening and check lighting, extension cords and signs. An opening sign, directional signs and information boards prevent repeated questions about entry, payment and parking.

Frequently asked questions

How far in advance should I advertise a clearance sale?: Publish the sale details at least 7 days before opening, and send invitations as soon as the date, hours and sales terms are confirmed. Post a reminder 1 to 2 days before the sale.
How do I price items for a clearance sale?: Price items after sorting them by category and condition, then attach a visible tag to every saleable item. Set the discount policy before pricing so the same rules apply throughout the sale.
How much time do I need to set up a clearance sale?: Allow at least 3 hours for clearing and cleaning the sales area, assembling tables and racks, checking power and lighting, displaying stock and setting up the cash register. Add extra time if the inventory is not already priced.
How much change should I prepare for a clearance sale?: Prepare enough small notes and coins to handle the first 10 to 20 cash purchases without making change from sales already received. The exact amount depends on your prices, so review the lowest-priced items and expected cash payments first.

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