Coin Market Checklist and Organising Plan

A coin market needs more than tables and exhibitors. You need a clear registration process, assigned stalls, printed information and a setup plan that works before visitors arrive. Confirm the venue and loading arrangements early, then prepare exhibitor details, signage and equipment in stages. On the day, allow time to open the venue, check power and lighting, arrange the stalls and staff the information desk before opening.

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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
Invite exhibitors
Process registrations
Assign stalls
2 people
Confirm exhibitors
Collect dietary requirements
Publish visitor information
Make reservations
Print floor plan
Print exhibitor list
Do the shopping
2 people
Check equipment
2 people
Set out crates and boxes
2 people
Open venue
2 people
Check the venue
2 people
Mark the loading and unloading zone
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
2 people
Place tablecloths
2 people
Hang up stand numbers
2 people
Set up signage
2 people
Connect power
2 people
Test the lighting
2 people
Set up the information desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people

Event

Welcome exhibitors
3 people
Show exhibitors to their spots
2 people
Welcome visitors
2 people
Provide information
Count admissions and visitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Empty trash bins
Monitor passageways
2 people
Register lost and found items
Guide visitors to the exit
2 people

Aftercare

Check out exhibitors
2 people
Take down tables and chairs
4 people
Take down tents
4 people
Switch off equipment
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Load materials
3 people
Return materials
2 people
Hand over lost and found items

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 24
Chairsqty 40
Tableclothsqty 24
Folding countersqty 2
Waste binsqty 8
Tent weightsqty 16
Transport cartsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 8
LED lampsqty 8
Table lampsqty 12
Walkie-talkiesqty 4
Megaphone
Cash boxesqty 2
Hand tally countersqty 2
Digital scale

Decorations

Booth numbersqty 24
Information boardsqty 6
Directional signsqty 10
Flagsqty 6
Cocktail table coversqty 4

Kitchen

Mint cupsqty 40
Coin magnifiersqty 12
Display boxesqty 24
Price holdersqty 80
Serving tongsqty 4
Thermos flasksqty 6
Water jugsqty 4

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom setsqty 2
Mop setsqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, date and loading zone before inviting exhibitors. Without a marked unloading area, tables, boxes and display equipment can block entrances during setup.
Assign stalls before the event and give exhibitors their booth numbers with the arrival instructions. Print an exhibitor list and a floor plan so visitors can find specific dealers without asking at every table.
Check power requirements at least one week ahead. Test extension cords, power strips, coffee machines, kettles, LED lights and table lamps before setup, rather than discovering a missing connection on opening morning.
Prepare the information desk as a separate station, with visitor information, signage, a megaphone or walkie-talkies and hand tally counters ready. Put booth numbers and arrow signs up before the first visitors enter.
Set up in a fixed order: tents and weighted furniture first, then tables and chairs, tablecloths, stall numbers, lighting and refreshments. Keep transport carts and boxes out of visitor routes before opening.

Frequently asked questions

How early should I start planning a coin market?: Start at least 6 to 8 weeks before the market. Confirm the date and venue first, then allow time for registrations, stall assignments, exhibitor confirmations and visitor information.
How do I organise stalls at a coin market?: Create the floor plan after registrations close or once the main exhibitors are confirmed. Assign every stall a number, print the plan and exhibitor list, and display matching booth numbers before opening.
What equipment do I need for a coin market setup?: Plan for tables, chairs, tablecloths, lighting, extension cords, power strips, tent weights and transport carts. If sales or stock checks require counting or weighing, prepare money boxes, hand tally counters and a digital scale as well.
When should the venue be set up on coin market day?: Open the venue early enough for a full setup and final check before visitors arrive; allow at least 2 to 3 hours for tents, tables, signage, power, lighting and the information desk. Add extra time if exhibitors unload on site.

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.