Hospital flea market checklist

A hospital flea market needs more than tables and donated goods. You need a clear registration process, numbered stalls, a floor plan, payment arrangements and enough volunteers to keep the day moving. Start with the rooms, date and sales rules, then confirm vendors before buying refreshments or printing signs. This checklist covers the planning sequence and the small details that are often left until the last minute, including change, dietary requirements, extension cords and chilled drinks.

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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

Reserve rooms
Record date and times
2 people
Draw up sales rules
2 people
Create a registration form
Send invitations
2 people
Hang up promotion
2 people
Post the online announcement
Process registrations
2 people
Confirm vendors
2 people
Collect dietary requirements
Assign volunteers
2 people
Assign stall numbers
2 people
Create floor plan
2 people
Check reservations
Print vendor list
Choose payment method
2 people
Arrange change
Prepare price lists
2 people
Make route signs
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect cash
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare stalls
3 people
Inform volunteers
2 people

Event

Open venue
2 people
Check the delivery
2 people
Set up tables
4 people
Set up chairs
3 people
Number the booths
2 people
Receive vendors
3 people
Divide the sales tables
3 people
Unload goods
6 people
Display Stall Items
10 people
Set up the cash register
2 people
Count cash drawer money
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Set out drinks
2 people
Set up the cloakroom
2 people
Place route signs
2 people
Check toilets
Staff the info desk
2 people
Welcome visitors
3 people
Staff the cash register
2 people
Provide stall supervision
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
2 people
Keep tables tidy
2 people
Check toilets periodically
Support vendors
2 people
Provide sales announcements
Close the register
2 people
Check out vendors
3 people

Aftercare

Unload goods
6 people
Dismantle tables and chairs
5 people
Clear out stalls
4 people
Wash dishes
2 people
Dispose of waste
3 people
Clean the floors
3 people
Clean coffee station
2 people
Clean the restrooms
2 people
Remove decorations
2 people
Gather borrowed items
2 people
Lock up the venue
2 people
Store proceeds safely
2 people
Check Remaining Stock
2 people
Sort returned goods
2 people
Return borrowed items
2 people
Handle unsold goods
2 people
Prepare a payment overview
2 people
Sort invoices and receipts

What to bring

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

Furniture

Market stallsqty 20
Tablesqty 24
Chairsqty 40
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 80
Bollardsqty 8

Equipment

Cash registerqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Handheld microphone
Batteriesqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Scissorsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Tableclothsqty 24
Price holdersqty 40
Booth number signsqty 20
Directional signsqty 12
Arrow stickersqty 30
Information boardsqty 6
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 8
Ropeqty 2
Markersqty 12
Clipboardsqty 6

Lighting

LED lampsqty 8
Flashlightsqty 4

Cleaning

Broomsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 3
Cleaning cart
Hand soap dispensersqty 4
Towel dispensersqty 4
Waste binsqty 8
Cratesqty 12

Catering

Groceries

Tips

Set the sales rules before sending invitations. State what vendors may sell, how stalls are allocated and whether payment is cash, card or both; changing these details after registrations come in creates avoidable queries.
Close vendor registration early enough to create the floor plan and print the vendor list. Allow at least 3–5 days between the final confirmation and the market so stall numbers, signs and reservations can be checked.
Plan the room around access, not just table capacity. Leave clear routes between stalls, place route signs at entrances and keep extension cords and power strips away from walking areas.
Prepare the payment point before shopping for refreshments. Count the starting change, test card machines, check the cash register and keep batteries available for equipment that may be used away from a power outlet.
Buy and set up refreshments in two stages: put out non-perishable supplies first, then chill drinks and prepare coffee close to opening. Ask about dietary requirements during registration so you are not trying to solve them on the day.

Frequently asked questions

How far in advance should I organise a hospital flea market?: Start at least 6–8 weeks before the market. Reserve the rooms and record the date first, then allow time for rules, invitations, registrations, vendor confirmation, shopping and volunteer assignments.
When should flea market vendors receive their stall numbers?: Send stall numbers and the floor plan 3–5 days before the event, after registrations and room reservations have been checked. Keep a printed vendor list at the welcome or payment point for last-minute questions.
How much change do I need for a hospital flea market?: Prepare change for roughly 10–15 cash-paying vendors, adjusting the amount to your expected attendance and price levels. Count it before setup, record the starting balance and keep event cash separate from refreshment money.
When should I set up the hospital flea market?: Allow 2–3 hours for setup, including stalls, tables, chairs, signs, payment equipment, refreshments and route checks. Prepare non-perishable supplies first and finish chilled drinks, coffee and other time-sensitive items shortly before opening.

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.