How to organise a clearance sale from start to finish

A clearance sale runs smoothly when you settle the sales rules before sorting the stock. Start by fixing the date and opening hours, then advertise, process registrations and prepare the items in a consistent order. Allow time to clean, price and label everything, not just to put it on tables. On the day, shoppers need clear categories, visible prices, reliable payment options and signs that show where to park and queue.

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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
Record sale date and times
2
Draw up sales terms
3
Create an advertisement for sale
4
Send invitations
2 people
5
Publish sale online
6
Process registrations
7
Collect dietary requirements
8
Reserve the required tables
9
Set pricing policy and discounts
2 people
10
Take inventory of supplies
3 people
11
Sort items by category
4 people
12
Clean saleable items
3 people
13
Price items
4 people
14
Attach price tags
3 people
15
Pack fragile items
2 people
16
Test payment methods
2 people
17
Prepare cash register and change
2 people
18
Do the shopping
2 people
19
Clear the sales area
4 people
20
Make route and parking signs
2 people
21
Clean the sales area
3 people
22
Set up tables and racks
4 people
23
Check lighting and power
2 people
24
Display items
6 people
25
Set up the cash register
2 people
26
Chill drinks
2 people
27
Prepare coffee and tea
2 people
28
Set out snacks
2 people
29
Put up signs and opening hours
2 people
30
Brief team and tasks
3 people

Event

31
Open doors for visitors
2 people
32
Welcome visitors
2 people
33
Handle sales and payments
3 people
34
Package purchases
2 people
35
Serve drinks and coffee
2 people
36
Refill drinks
37
Refill snacks
38
Register sold items
39
Clear away sold-out tables
2 people
40
Inform last visitors
2 people

Aftercare

41
Close the register
2 people
42
Count remaining items
3 people
43
Take items to storage
4 people
44
Take down tables and racks
4 people
45
Collect and remove waste
3 people
46
Wash dishes and supplies
2 people
47
Clean the sales area
3 people
48
Check deposits and borrowed items
49
Return borrowed materials
2 people
50
Close online ads
51
Relabel remaining stock
2 people

What to bring

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

Furniture

Tablesqty 10
Folding chairsqty 12
Clothes racksqty 4
Storage cratesqty 20
Clothes hangersqty 80
Tableclothsqty 10
Cash box
Queue postsqty 4

Equipment

Cash drawer
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Label printer
Calculatorsqty 2
Staplersqty 3
Scissorsqty 6
Tape measuresqty 2
Hand trucksqty 2
Flashlightsqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Tableware

Coffee cupsqty 40
Glassesqty 50
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 3
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Price tagsqty 500
Rolls of tapeqty 6
Directional signsqty 8
Opening sign
Information boardsqty 4
Ropeqty 2
Balloonsqty 30
Buntingqty 4
Table numbersqty 10
Pensqty 20
Notepadsqty 6

Catering

Groceries
Coffee milk cupsqty 100
Ice cube traysqty 4
Serving traysqty 4

Cleaning

Bucketsqty 3
Floor mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Hand broomsqty 4
Toilet brushqty 2

Tips

Set the sale date, opening hours and sales terms first, then publish them in every invitation and online listing. State whether discounts apply and how unsold items will be handled at least 1 week before opening.
Sort stock by category before pricing it, and clean saleable items as you go. Use one pricing policy for similar items and prepare price tags in batches so that missing labels do not slow down the setup.
Plan the sales area around customer movement: place tables, racks and crates so shoppers can browse without blocking the payment point. Leave a clear route to the register and mark restricted or fragile areas with rope.
Test the payment terminal and cash drawer at least 1 day beforehand. Prepare change, calculators and a backup payment method, then check extension cords, power strips and lighting before displaying stock.
Finish the layout before adding the final signs. Put the opening sign and information boards where customers enter, and place route and parking signs early enough that arriving shoppers do not need directions from the register.

Frequently asked questions

How far in advance should I advertise a clearance sale?: Publish the first advertisement at least 2 weeks before the sale and send invitations around the same time. Confirm the date, opening hours, payment methods and any registration deadline in every version.
How much time do I need to price items for a clearance sale?: Allow at least 1 full day for sorting, cleaning, pricing and attaching labels if the stock is already organised. Add another half-day when items need testing, repacking or grouping by category.
When should I set up the tables and clothes racks?: Set up the furniture and check the lighting and power 1 day before opening whenever possible. Display the items afterwards, so the layout does not need to be rebuilt while stock is already in place.
How much change should I prepare for a clearance sale?: Prepare change before the sale day and keep enough small notes and coins for the first 2 hours of trading. The exact amount depends on your prices, but a cash drawer with at least 20 mixed denominations is more practical than relying on large notes.

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.