How to organise a charity market from start to finish
A charity market needs more than tables and willing sellers. Start by fixing the date and location, checking permits, and choosing the charities before you invite exhibitors. Then build the layout, confirm stalls and power, open registrations, and plan volunteers around setup, trading hours and pack-down. The details most often missed are cash and change, toilet access, dietary requirements, extension cords and clear directions for everyone arriving on the day.
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
Select charities
3 people
- 4
Work out market layout
2 people
- 5
Reserve stalls
- 6
Reserve power supply
- 7
Check toilets
- 8
Reach out to participating organizations
2 people
- 9
Open the registration form
- 10
Send invitations
2 people
- 11
Post promotion on social media
- 12
Distribute posters
3 people
- 13
Process registrations
2 people
- 14
Collect dietary requirements
- 15
Confirm exhibitors
2 people
- 16
Recruit volunteers
2 people
- 17
Create the volunteer schedule
2 people
- 18
Send directions
- 19
Print floor plan
- 20
Print safety instructions
- 21
Order cash
- 22
Check the shopping list
2 people
- 23
Do the shopping
3 people
- 24
Collect materials
3 people
- 25
Prepare the cash register and change set
2 people
- 26
Make labels and price tags
3 people
Event
- 27
Fill coolers
2 people
- 28
Clear the site
4 people
- 29
Lay cables safely
2 people
- 30
Build the stalls
6 people
- 31
Set up tables and chairs
4 people
- 32
Hang decorations
3 people
- 33
Place information signs
2 people
- 34
Present the charities
4 people
- 35
Display items for sale
8 people
- 36
Set up the cash register
2 people
- 37
Prepare catering
4 people
- 38
Chill drinks
2 people
- 39
Set out coffee and tea
2 people
- 40
Check in volunteers
2 people
- 41
Welcome exhibitors
3 people
- 42
Instruct exhibitors
2 people
- 43
Staff the entrance and information desk
2 people
- 44
Record sales and donations
3 people
- 45
Serve coffee and tea
3 people
- 46
Serve snacks
3 people
- 47
Refill drinks
2 people
- 48
Wash dishes
2 people
- 49
Empty trash bins
2 people
- 50
Check toilets
- 51
Safely store cash proceeds
2 people
- 52
Announce final sales round
- 53
See visitors out
2 people
Aftercare
- 54
Close the register
2 people
- 55
Count sales proceeds
2 people
- 56
Packing sales items
6 people
- 57
Take down the stalls
6 people
- 58
Clear tables and chairs
4 people
- 59
Remove decorations
3 people
- 60
Sort and remove waste
3 people
- 61
Clean dishes and kitchen
3 people
- 62
Clean the grounds
4 people
- 63
Return materials
3 people
- 64
Return booths
2 people
- 65
Transfer the proceeds
2 people
- 66
Thank donors
2 people
- 67
Announce the proceeds
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 12
- Tablesqty 10
- Chairsqty 40
- Foldable tablesqty 4
- Tableclothsqty 16
- Clothes racksqty 4
- Storage boxesqty 12
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 6
- Handheld megaphone
- Payment terminalsqty 2
- Calculatorsqty 3
- Cash boxesqty 4
- Cash counting traysqty 4
- USB chargersqty 6
Lighting
- LED string lightsqty 8
- Work lightsqty 4
Tableware
- Reusable cupsqty 180
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
- Pitchersqty 6
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving spoonsqty 8
- Thermos flasksqty 4
- Ice packsqty 16
- Serving tongsqty 8
- Storage binsqty 12
Decorations
- Buntingqty 10
- Balloonsqty 100
- Balloon pumpqty 2
- Table décorqty 12
- Chalkboardsqty 12
- Name card holdersqty 20
- Price holdersqty 30
- Postersqty 30
- Floor plansqty 20
- Directional signsqty 12
- Charity platesqty 12
Cleaning
- Waste binsqty 8
- Litter pickersqty 2
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Spongesqty 8
- Reusable cleaning clothsqty 20
- Glovesqty 20
- Hand broomsqty 3
- Floor squeegeesqty 2
Catering
- Groceries
Tips
- Set the date, location and permit requirements before contacting exhibitors. Allow at least 8 weeks for approvals, charity selection and stall planning, especially if you need party tents, power or extra toilets.
- Design the market layout before reserving equipment. Count every stall, table, chair and clothes rack, then leave clear routes for visitors, storage boxes, power cables and emergency access.
- Open registration only after you know the stall capacity and basic arrangements. Close it 2 weeks before the market so you have time to confirm exhibitors, collect dietary requirements and create the volunteer schedule.
- Plan payments and refreshments separately. Order cash and prepare a change set, while checking payment terminals, calculators, coffee machines, kettles, coolers, reusable cups and serving equipment at least 3 days beforehand.
- Give volunteers a timed run sheet for setup, welcome, cash handling, refreshments and pack-down. Print the floor plan, safety instructions and directions, and keep work lights, extension cords and a megaphone ready for the event day.
Frequently asked questions
- How long does it take to organise a charity market?
- Allow 8 to 12 weeks for a small charity market. Use the first 2 weeks for the date, location, permits and charities, then leave at least 4 weeks for registrations, promotion, exhibitor confirmations and volunteer planning.
- How many stalls should a charity market have?
- Choose the number of stalls only after measuring the space and mapping visitor routes. Leave clear access between rows and reserve space for storage, refreshments, toilets and emergency movement rather than filling every available metre.
- When should charity market registrations close?
- Close exhibitor registrations about 2 weeks before the market. That gives you time to confirm the final list, assign stalls, print the floor plan, collect dietary requirements and send directions.
- How much cash should I prepare for a charity market?
- Prepare a separate change float for each cash point and base the amount on the expected number of cash sellers and prices. Count and record the cash at opening and closing, and arrange it at least 1 day before the market.
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.
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