How to organise a CD market without last-minute problems

Start with the venue, date and practical rules before contacting sellers. A CD market needs a clear registration process, enough table space and a floor plan that visitors can follow easily. Confirm what sellers bring, what the venue provides and how payments or small expenses will be handled. Work backwards from opening time so seller confirmations, supplies, signage, lighting and refreshments are ready before the first stallholder arrives.

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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 location and date
2
Check permits
3
Check insurance
4
Draft vendor terms
5
Create a registration form
6
Send invitations
2 people
7
Contact CD sellers
2 people
8
Process registrations
9
Collect dietary requirements
10
Arrange tables for vendors
2 people
11
Send seller confirmation
12
Create a booth floor plan
13
Make material reservations
14
Hang promotion poster
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Withdraw petty cash
18
Print vendor contact list
19
Prepare name badges
20
Chill drinks
2 people

Event

21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Number the stands
2 people
24
Set up lighting and cables
2 people
25
Set up the information desk
2 people
26
Receive vendors
3 people
27
Guide vendors to booths
2 people
28
Welcome visitors
2 people
29
Provide information and directions
30
Serve drinks
2 people
31
Refill coffee and tea
32
Refill drinks
33
Collect waste
34
Check out vendors
2 people
35
Register lost property

Aftercare

36
Turn off lights
2 people
37
Dismantle tables and chairs
4 people
38
Collect leftover materials
2 people
39
Wash dishes
2 people
40
Clean the venue
3 people
41
Take waste to the bins
2 people
42
Return borrowed equipment
2 people
43
Clear away leftover stock
44
Handle lost and found
45
Thank vendors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 12
Beer tablesqty 4
Folding counter
Coat racksqty 2

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Microphone
Speakersqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

CD market bannersqty 3
Directional signsqty 8
Booth numbersqty 24
Tableclothsqty 24
Name badgesqty 60
Poster holdersqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Tea glassesqty 50
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Pliersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Hand broomsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Set the venue and date first, then check permits and insurance before sending invitations. Allow at least 4–6 weeks for seller registration and any required approvals.
Use one registration form for seller contact details, table needs and dietary requirements. Send each accepted seller a confirmation with arrival time, stand number and the final terms.
Draw the booth floor plan before arranging furniture. Number every stand and leave a clearly marked route to the information desk, coat racks and refreshments so visitors do not crowd the tables.
Check power needs before market day. Count the lighting, coffee equipment and sound equipment, then place extension cords and power strips where they cannot become trip hazards.
Finish the practical setup before opening: chill drinks, prepare name badges, print the seller contact list and put up directional signs. Keep at least 30 minutes between completing setup and welcoming visitors.

Frequently asked questions

How far in advance should I organise a CD market?: Start at least 6–8 weeks before the market. This gives you time to confirm the venue, check permits and insurance, recruit sellers, process registrations and order or reserve equipment.
How do I register sellers for a CD market?: Create one registration form and keep it open for a fixed period, such as 2–3 weeks. Ask for contact details, table requirements and dietary information, then send confirmations with the seller’s stand number and arrival instructions.
How many tables do I need for a CD market?: Count one table space for each confirmed seller, then reserve 10–15% extra capacity for changes or shared display needs. Finalise the count after registration closes and use it to complete the floor plan.
What should be ready before a CD market opens?: Have tables and chairs placed, stands numbered, lighting and cables secured, the information desk set up, drinks chilled and badges printed at least 30 minutes before opening. Keep the seller contact list and petty cash at the desk.

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