How to organise a coin market from registration to opening

A coin market runs smoothly when exhibitor administration is settled before anyone arrives to set up. Start by confirming the date and venue, then process registrations, assign stalls and give exhibitors clear arrival information. On the day, leave enough time for unloading, tables, signage, power and lighting before visitors enter. The details most often missed are labelled stall spaces, a workable loading zone, printed exhibitor information and a reliable way to manage cash, equipment and questions at the information desk.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set a firm exhibitor deadline before assigning stalls. Confirm each exhibitor after registration, record dietary requirements, and send the final stall number and arrival instructions together rather than in separate messages.
Plan the venue backwards from opening time. Allow at least 2 hours for unloading, tent or table setup, stall numbers, signs, lighting and a final walk-through; add extra time if exhibitors bring heavy boxes or display cases.
Create a simple floor plan with numbered stalls, the information desk, entrances and the loading zone. Print copies for the desk and exhibitors, and put up arrow signs so visitors do not need to ask for directions.
Test every power connection before exhibitors arrive, including extension cords, power strips, coffee machines and lamps. Keep cables out of walkways and bring spare lighting because dim tables make small coins difficult to inspect.
Prepare the practical desk supplies before opening: exhibitor list, visitor information, hand tally counters, a megaphone or walkie-talkies, and a clear place for cash boxes. Put transport carts and empty crates where they can be collected without blocking entrances.

Frequently asked questions

How long does it take to set up a coin market?: Allow at least 2 hours before opening for unloading, tables, chairs, tablecloths, stall numbers, signs, power and lighting. Add 30 to 60 minutes if the venue needs tents or exhibitors must move boxes a long distance.
When should coin market exhibitors register?: Close registrations at least 2 weeks before the market if you need time to assign stalls and print the exhibitor list. Send the final confirmation, stall number and arrival instructions no later than 7 days before opening.
How should I arrange stalls at a coin market?: Number every stall on the floor plan and leave clear paths between rows; aim for at least 1.2 metres where visitors will pass. Place the information desk near the entrance and keep a separate loading zone away from visitor traffic.
What equipment should I check before a coin market?: Check tables, chairs, tents and weights, then test every extension cord, power strip, lamp and coffee machine at least 1 hour before opening. Also confirm that the information desk has the exhibitor list, signs, tally counters and communication equipment.