Fossil market checklist: what to arrange and when

A fossil market needs more than tables and exhibitors. You also need a clear registration process, reliable payment equipment, readable fossil labels and enough time to protect and set up the venue. Work backwards from opening time so confirmations, catering, signage and volunteer cover are finished before exhibitors arrive. This checklist helps you organise the practical details in sequence, including the small items that are easy to leave until the last minute.

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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 venue access
Invite exhibitors
2 people
Process registrations
2 people
Confirm exhibitors
Invite attendees
2 people
Promote the event
2 people
Collect dietary requirements
Order catering
Check reservations
Create the table layout
2 people
Assign exhibitors
2 people
Schedule volunteers
Prepare price lists
2 people
Design route signs
Make name badges
Arrange cash float for the register
Test payment terminal
Print fossil labels
2 people
Set out packaging materials
Do the shopping
2 people
Chill drinks
2 people
Sort catering
2 people
Transport materials
3 people
Open venue
2 people
Protect the floor
2 people
Set up tables
4 people
Set up chairs
2 people
Check power outlets
2 people
Hang lighting
3 people
Set up exhibitor counters
4 people
Display fossils
6 people
Place magnifying glasses
2 people
Put up price tags
3 people
Set up the cash register
2 people
Set up visitor registration
2 people
Build the catering buffet
3 people
Set out drinks
2 people
Put up route signs
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Check the final stands
2 people
Welcome visitors
3 people
Process admission fees
2 people
Provide visitor information
2 people
Support exhibitors
2 people
Serve catering
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Clear tables during breaks
2 people
Check toilets
Register lost property
Restock packaging supplies
Close the cash register temporarily
2 people
Inform last visitors
2 people
Wrap up sales
2 people
Check out exhibitors
3 people

Aftercare

Pack fossils
6 people
Close the register
2 people
Clean up catering
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Remove floor protection
2 people
Transport materials back
3 people
Return rental items
2 people
Store leftover stock
2 people
Handle lost property
Thank exhibitors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 30
Foldable tablesqty 4
Cash desk table
High tablesqty 4
Table skirtsqty 24
Display casesqty 8
Storage cratesqty 20

Equipment

Cash drawer
Payment terminalqty 2
Extension cordsqty 8
Power stripsqty 8
Electronic scalesqty 4
Magnifying glassesqty 24
Magnifying glassesqty 12
Label printer
Laptop
Printer
Hand tally countersqty 2
Walkie-talkiesqty 6
Cash counting traysqty 2
Paper cutter
Staplersqty 4

Lighting

LED lampsqty 12
Desk lampsqty 12
Light Stripsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 6
Pliersqty 6
Serving plattersqty 12
Dishpanqty 2

Decorations

Entrance signsqty 4
Route signsqty 12
Table numbersqty 24
Name badgesqty 40
Chalkboardsqty 6
Arrow stickersqty 30
Table décorqty 12
Price holdersqty 100
Fossil labelsqty 300
Lamination sleevesqty 100

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Microfiber clothsqty 20
Waste binsqty 8
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm venue access and power points before finalising the floor plan. Count every table, display case and cash-desk position, then check that extension cords and power strips will reach without creating trip hazards.
Give exhibitors a firm confirmation deadline and prepare the table layout immediately afterwards. Leave a few spaces or tables flexible until registrations close, because late changes affect signs, name badges and the route through the market.
Test the payment terminal, cash drawer and electronic scales before doors open. Keep a cash float ready and print price lists and fossil labels in advance; replacing labels or troubleshooting payments during the first rush is difficult.
Plan lighting at each display area rather than relying only on the venue lights. Use LED lamps, desk lamps or light strips where fossils need close inspection, and place magnifying glasses where visitors can use them without blocking the aisle.
Finish catering and drinks setup before exhibitors start unloading. Chill drinks, prepare coffee equipment and put out cups, plates, cutlery and packaging materials early so the registration desk and sales tables stay clear.

Frequently asked questions

How far in advance should I invite fossil market exhibitors?: Start invitations at least 6 to 8 weeks before the market. Set a registration deadline about 3 weeks before opening so you have time to confirm exhibitors, assign tables and print badges and labels.
How many tables do I need for a fossil market?: Plan one full table or display position per confirmed exhibitor, then keep 10% extra capacity if the venue allows it. Add separate space for the cash desk, catering, packaging and at least one clear visitor route.
When should I test the payment terminal for a fossil market?: Test the terminal and its connection 1 to 2 days before the event, then test it again when the venue opens. Charge it fully, bring the correct cable and keep a cash drawer and float available as a backup.
How early should I arrive to set up a fossil market?: Allow at least 3 hours before visitors arrive for floor protection, tables, displays, lighting, labels, signs and catering. Open the venue first, check access and power, and leave the final 30 minutes for safety and payment checks.

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.