How to organise a camping flea market

A camping flea market works best when stallholders know their pitch, arrival time and practical arrangements before they arrive. Start by confirming the date and site, then process registrations, assign pitches and publish the booth layout. Leave enough time for catering, tables, chairs, tents, signs and payment supplies. On the day, inspect the grounds first, set up the site in sections and check the weather before exhibitors unload.

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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
Assign pitches
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm exhibitors
7
Publish the booth layout
8
Order catering
9
Reserve tables and chairs
10
Check the weather forecast
11
Inform exhibitors
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Exchange cash
15
Bring materials to the venue
4 people
16
Inspect the grounds
2 people
17
Set up the tents
4 people
18
Set up tables
4 people
19
Set up chairs
3 people
20
Hang lighting
3 people
21
Mark stalls
2 people
22
Put up directional signs
2 people
23
Set up the sales table
2 people
24
Set up coffee station
2 people
25
Set out tableware and waste bins
2 people

Event

26
Welcome exhibitors
3 people
27
Welcome visitors
2 people
28
Serve coffee and tea
2 people
29
Serve snacks and sandwiches
2 people
30
Refill drinks
31
Staff the sales table
2 people
32
Check the grounds and waste
33
Check out exhibitors
2 people
34
Inform last visitors
2 people

Aftercare

35
Turn off lights
2 people
36
Chill leftover food
2 people
37
Take down tables and chairs
4 people
38
Take down tents
4 people
39
Collect waste
3 people
40
Wash dishes
2 people
41
Clean the grounds
3 people
42
Return materials
4 people
43
Return borrowed items
2 people
44
Count sales proceeds
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 30
Tableclothsqty 12
High tablesqty 4

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Cash box
Calculatorsqty 2

Lighting

String lightsqty 6
LED lightsqty 4

Decorations

Buntingqty 6
Directional signsqty 8
Booth number cardsqty 30
Name stickersqty 100

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Ice packsqty 12

Cleaning

Waste binsqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the market so you can confirm exhibitors, collect dietary requirements and assign pitches without last-minute changes. Publish the booth layout before the event.
Reserve tables, chairs and party tents as soon as the date and location are confirmed. Count each item by pitch, then add a small buffer because damaged or missing equipment is difficult to replace on the day.
Plan setup in two stages: bring materials to the venue and inspect the grounds first, then set up tents, tables, chairs, lighting and stall markers. Allow at least 2 hours before opening for a medium-sized market.
Prepare the coffee station and sales table before visitors arrive. Chill drinks, set out reusable cups, plates and cutlery, and keep a cash box, calculators and exchanged cash together rather than in separate bags.
Check the weather forecast 48 hours before the market and again on the morning itself. Secure tents, protect signs and make sure extension cords, power strips and lighting are placed where visitors will not trip over them.

Frequently asked questions

How far in advance should I organise a camping flea market?: Start at least 4 weeks before the market. Confirm the date and location first, then close registrations around 10 days before the event so you have time to assign pitches, confirm exhibitors and order catering.
When should I assign flea market pitches?: Assign pitches after registrations close, ideally 7 to 10 days before the market. Send the booth layout to exhibitors at least 5 days in advance, including arrival instructions and any setup times.
How much setup time does a camping flea market need?: Allow 2 to 3 hours before opening for tents, tables, chairs, lighting, stall numbers, signs, the coffee station and the sales table. Add another 30 minutes if the grounds need sweeping or equipment must be carried a long distance.
What should I do if the weather forecast changes?: Check the forecast 48 hours before opening and again on the morning of the market. Use party tents, secure directional signs and lighting, and tell exhibitors about any layout or arrival changes no later than 3 hours before setup.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.