How to organise a charity market

A charity market needs more than tables and sellers: you also need a workable layout, clear payment arrangements and a simple way to explain where donations go. Start by confirming the date and venue, then check permits before contacting exhibitors. Build the stall plan around available tables, chairs, tents and power points. In the final week, confirm registrations, dietary requirements and volunteer roles, then leave setup time for cleaning, signage and payment checks.

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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
Check permits
3
Develop the stall layout
2 people
4
Announce the charity
5
Send invitations
2 people
6
Contact exhibitors
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm exhibitors
2 people
10
Reserve tables and chairs
11
Arrange waste collection
12
Order print materials
13
Print floor plan
14
Prepare the payment method
2 people
15
Prepare donation boxes
2 people
16
Make price tags
2 people
17
Assign volunteers
2 people
18
Check the weather forecast
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Set up non-perishable supplies
2 people
22
Clean the venue
3 people
23
Build the stalls
6 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up party tents
6 people
27
Connect power
2 people
28
Hang decorations
3 people
29
Set up signage
2 people
30
Set up stalls
8 people
31
Prepare the buffet
4 people
32
Prepare coffee and tea
2 people
33
Set up the register and change
2 people
34
Brief volunteers
2 people

Event

35
Welcome visitors
3 people
36
Register donations
2 people
37
Serve snacks
3 people
38
Refill drinks
2 people
39
Serve coffee and tea
2 people
40
Empty trash bins
2 people
41
Check toilets
42
Support exhibitors
2 people
43
Announce final sales
44
Wave goodbye to visitors
3 people

Aftercare

45
Close the register
2 people
46
Seal donation boxes
2 people
47
Clear out stalls
6 people
48
Wash dishes
3 people
49
Collect waste
4 people
50
Clean the venue
4 people
51
Take down tents and decorations
6 people
52
Return furniture
3 people
53
Return equipment
2 people
54
Transfer donations
2 people
55
Thank exhibitors

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 16
Folding chairsqty 80
Market tablesqty 12
Clothes racksqty 6
Tableclothsqty 16

Equipment

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

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Aluminum foilqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Chalkboardsqty 12
Directional signsqty 10
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Catering

Cash registersqty 2
Cash boxesqty 2
Donation boxesqty 3
Menusqty 12
Name badgesqty 40
Groceries

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom and dustpanqty 3
Hand broomsqty 4
Toilet brushesqty 2

Tips

Confirm the venue and permits before announcing the market. Allow at least four weeks for this step, especially if you need outdoor tents, amplified sound or public access.
Create the stall layout before reserving furniture. Mark seller spaces, entrances, donation boxes, refreshments and power points so extension cords do not become a trip hazard.
Give exhibitors a firm registration deadline, ideally two weeks before the market. Use the final list to confirm tables, chairs, clothing racks and any special display needs.
Test every payment terminal and prepare donation boxes before opening day. Keep a backup payment method available, and place clear price tags and charity information at each relevant table.
Treat food, drinks and weather as separate checks in the final 48 hours. Chill drinks, prepare cups and serving equipment, check the forecast, and confirm waste collection before setting up tents and stalls.

Frequently asked questions

How far in advance should I organise a charity market?: Start at least six to eight weeks before the market. Confirm the date, venue and permits first, then contact exhibitors; keep the final two weeks for registrations, printing, volunteer assignments and equipment checks.
How many tables do I need for a charity market?: Plan one table or display space per exhibitor, then add at least two extra tables for donations, refreshments or administration. Finalise the number after registrations close, ideally two weeks before the event.
What should I prepare the day before a charity market?: Print the floor plan, price tags and charity information, test payment terminals, pack donation boxes and confirm volunteers the day before. Chill drinks and prepare non-perishable supplies so setup is limited to venue cleaning, furniture and stalls.
How early should volunteers arrive to set up a charity market?: Schedule volunteers to arrive at least two hours before opening. This gives you time to clean the venue, build stalls, arrange tables and chairs, connect equipment safely and fix layout problems before visitors arrive.

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.