How to organise a charity market from start to finish

Start by fixing the date and venue, then confirm permits, participating charities and the market format before inviting vendors. Give yourself at least six weeks to recruit sellers, promote the event and process registrations. During the final week, connect charities to tables, confirm dietary requirements, prepare price lists and assign volunteer shifts. On the day, keep sales, donations, refreshments and information clearly separated so visitors know where to go and every charity’s proceeds can be tracked.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the market date and location
2 people
2
Check permits and notifications
3
Select charities
3 people
4
Invite charities
2 people
5
Recruit vendors and participants
3 people
6
Send invitations
2 people
7
Post promotion on social media
8
Hang posters
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Create the table layout
2 people
12
Link charities to market tables
2 people
13
Send instructions to vendors
14
Inventory donations and merchandise
3 people
15
Set prices and payment method
2 people
16
Create receipts and price lists
2 people
17
Arrange cash boxes and change
2 people
18
Recruit volunteers
2 people
19
Create the volunteer schedule
2 people
20
Make material reservations
21
Check power outlets
2 people
22
Check the weather forecast
23
Prepare an indoor backup program
2 people
24
Check the shopping list
2 people
25
Do the shopping
3 people
26
Sort Donation Items
4 people
27
Price merchandise
4 people
28
Set up non-perishable supplies
2 people

Event

29
Open venue
2 people
30
Keep loading and unloading zone clear
2 people
31
Set up tents
4 people
32
Set up tables and chairs
5 people
33
Connect power and lighting
2 people
34
Set up the information desk
2 people
35
Set up the cash registers
2 people
36
Set up sales tables by purpose
8 people
37
Set up signage
2 people
38
Hang up decorations
3 people
39
Set up the coffee and tea station
3 people
40
Fill coolers
2 people
41
Prepare snacks
4 people
42
Set out tableware and cutlery
2 people
43
Place waste stations
2 people
44
Welcome volunteers
2 people
45
Brief volunteers
3 people
46
Distribute cash drawer money
2 people
47
Carry out the final safety check
2 people
48
Welcome visitors
3 people
49
Guide sales
8 people
50
Provide information about the goals
2 people
51
Serve coffee and tea
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Keep tables tidy
2 people
56
Store cash securely
2 people
57
Turn on evening lighting
58
Replenish stock items
4 people
59
Inform last visitors
2 people
60
Close sales
4 people
61
Count cash drawer money
3 people
62
Collect unsold goods
5 people

Aftercare

63
Wash dishes
3 people
64
Take down tables and chairs
5 people
65
Take down tents
4 people
66
Remove decorations
2 people
67
Sort and remove waste
3 people
68
Leave venue clean
4 people
69
Record cash proceeds per target
2 people
70
Donate proceeds to charities
2 people
71
Check equipment
2 people
72
Return borrowed equipment
2 people
73
Store leftover groceries
2 people
74
Clean coolers and kitchen equipment
2 people
75
Post thank-you message online
76
Inform participants about the proceeds
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Beer tablesqty 6
Chairsqty 60
Information desk
Checkout tablesqty 2
Stoolsqty 8
Clothes racksqty 4
Storage boxesqty 12

Tableware

Reusable mugsqty 80
Reusable glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Serving traysqty 8
Pitcherqty 4
Thermos flasksqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Payment terminalsqty 3
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4
Handheld megaphone
Flashlightsqty 4
Calculatorsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 4

Decorations

Charity bannersqty 6
Directional signsqty 12
Prize card holdersqty 30
Tableclothsqty 24
Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Cable tiesqty 200
Tapeqty 8
Painter's tapeqty 6
Whiteboard
Markersqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Ice packsqty 20
Bottle openersqty 4
Thermometer
Dishpanqty 2
Drying racksqty 2

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the date, location and permit requirements before contacting charities or vendors. Check power access and agree on an indoor backup plan early, especially if you will use tents, coffee machines or payment terminals.
Give vendors a firm registration deadline at least two weeks before the market. Use the final list to create the table layout, match charities to tables and send practical instructions about arrival, setup and payments.
Prepare one pricing system for all stalls, including price lists, receipts and a clear payment method. Count cash boxes and change before opening, and test every payment terminal with its charger or power bank.
Plan volunteer cover in shifts of two to three hours rather than relying on one group all day. Assign separate people to the information desk, checkout points, setup, refreshments and closing stock count.
Do the final inventory and shopping check two or three days before opening. Count donated goods, merchandise, reusable cups and serving equipment, then check the weather forecast and move anything weather-sensitive into the indoor plan.

Frequently asked questions

How long does it take to organise a charity market?: Allow at least six weeks for a small charity market and eight to twelve weeks if you need permits, many vendors or extensive promotion. Set the date and venue first, then work backward from the market day.
How far in advance should I invite vendors to a charity market?: Invite vendors about six weeks before the event and set a registration deadline two weeks before opening. That gives you time to fill gaps, create the table layout and send final instructions.
How many volunteers do I need for a charity market?: Plan for at least one volunteer per active checkout point, plus two people for setup and closing. For a market with several stalls, schedule volunteers in two- to three-hour shifts so key roles stay covered all day.
What should I prepare for rain at an outdoor charity market?: Decide on the indoor backup location at least one week before the event and check the forecast again 48 hours ahead. Keep tents, lighting, extension cords and merchandise protected, and tell vendors about any change no later than the day before.

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.