How to organise a bazaar from start to finish

A successful bazaar depends on getting the order right: confirm the date and venue first, then build the exhibitor list, layout and practical schedule around them. Allow several weeks for permits, registrations and promotion, and stop accepting exhibitor changes early enough to assign pitches properly. On the final day, power, cash, signs and volunteer cover usually cause more trouble than the stalls themselves. Use this plan to keep the preparation structured and the site ready before visitors arrive.

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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

1
Confirm date and location
2 people
2
Work out market layout
2 people
3
Contact exhibitors
2 people
4
Register exhibitors
2 people
5
Check permits
6
Make reservations
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Post promotion online
10
Distribute posters
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign pitch locations
2 people
14
Inform exhibitors
2 people
15
Create catering menu
2 people
16
Create the staff schedule
2 people
17
Check the weather forecast
18
Order cash
19
Test payment terminal
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Prepare materials
3 people
23
Put up route and parking signs
2 people
24
Inspect the site
2 people
25
Check power outlets
2 people
26
Set up tables and chairs
4 people
27
Build party tents
4 people
28
Set up market stalls
4 people
29
Lay out power cables safely
2 people
30
Hang lighting
3 people
31
Hang decorations
3 people
32
Put up directional signs
2 people
33
Set up the registration table
2 people
34
Set up the cash register
2 people
35
Build the catering buffet
4 people
36
Chill drinks
2 people
37
Prepare snacks
4 people
38
Lay out crockery and cutlery
2 people
39
Set up waste stations
2 people
40
Welcome exhibitors
3 people
41
Show exhibitors to their spots
3 people
42
Label the stalls with name tags
2 people
43
Test sound system
2 people
44
Conduct a safety check
2 people

Event

45
Open the entrance
3 people
46
Welcome visitors
3 people
47
Register visitors
2 people
48
Provide information
2 people
49
Serve catering
5 people
50
Refill drinks
2 people
51
Provide coffee and tea
2 people
52
Manage the cash register
2 people
53
Handle cash payments
2 people
54
Support exhibitors
2 people
55
Check stock
2 people
56
Monitor tables and seating
2 people
57
Empty trash bins
2 people
58
Check toilets
2 people
59
Keep the grounds clean
2 people
60
Check the lighting
61
Take final orders
3 people
62
See visitors out
3 people

Aftercare

63
Close the register
2 people
64
Have exhibitors take down their stands
3 people
65
Clean up catering
4 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clear tables and chairs
4 people
69
Remove decorations
3 people
70
Dismantle lighting
3 people
71
Take down party tents
4 people
72
Clean the grounds
4 people
73
Check borrowed items
2 people
74
Return materials
2 people
75
Return borrowed materials
2 people
76
Store leftover food
2 people
77
Register lost property
78
Settle up with vendors
2 people
79
Collect invoices and receipts

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Cash register table
Buffet tablesqty 4
High tablesqty 6
Storage racksqty 4
Clothes racksqty 6

Equipment

Payment terminalsqty 2
Cash drawer
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Cable reelsqty 3
Coolersqty 6
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Induction hobsqty 2
Flashlightsqty 4
Barrier postsqty 12
Barrier tapeqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 80
Glassesqty 100
Cutlery setsqty 150
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6
Bread basketsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 16
Name badgesqty 20
Price tagsqty 80
Chalkboardsqty 8
Directional signsqty 12
Table floral arrangementsqty 8

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24
Lighting cordsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Pansqty 6
Pliersqty 8
Kitchen apronsqty 8
Cooling matsqty 6

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the venue and layout before confirming exhibitors. Mark each pitch, walkway, food area and entrance on a simple plan, then check that tables, stalls and clothing racks will fit without blocking routes.
Give exhibitors a firm registration deadline at least 10 days before the bazaar. After that date, assign pitch locations and send each exhibitor their arrival time, pitch number, parking instructions and power arrangements.
Treat catering and dietary information as a separate deadline. Collect dietary requirements with registrations, finalise the menu no later than 7 days before the event, and check that you have enough reusable plates, bowls, cups and coffee equipment.
Test every payment terminal and inspect all power outlets before opening. Bring extension cords, power strips and cable reels, keep cables away from visitor routes, and identify which outlets can safely support kettles, coffee machines or induction hobs.
Prepare the site for the first 30 minutes, not just the official start time. Put up route and parking signs, check the weather forecast, position barriers and tables, count the cash, and give volunteers a written shift schedule before exhibitors arrive.

Frequently asked questions

How early should I start organising a bazaar?: Start at least 8 to 12 weeks before the bazaar. Confirm the date and venue first, then allow time for permits, exhibitor registrations, promotion, equipment reservations and volunteer planning.
How long before a bazaar should exhibitor registration close?: Close registration about 10 days before the event. This gives you enough time to assign pitches, collect final dietary or power requirements and send exhibitors practical arrival information.
How much cash should I order for a bazaar?: Order the cash float at least 3 working days before the bazaar, based on the number of sellers and expected cash payments. Keep the cash drawer separate from takings and test the payment terminal before opening.
When should I check the weather forecast for an outdoor bazaar?: Check the forecast 48 hours before the bazaar and again on the morning itself. Use those checks to confirm party tents, signs, barriers, lighting and any changes to the site layout.

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.