How to organise a DVD market from start to finish

A DVD market needs more preparation than simply placing films on tables. Start by booking the venue and confirming sales terms, then register sellers and assign their tables before publishing visitor information. In the final week, prepare stall numbers, price tags, cash-handling rules and the DVD test stations. On the day, set up power, tables, signs and registers in that order so sellers can unload without blocking the visitor route.

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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
Reserve venue
2
Draw up sales terms
2 people
3
Invite participants
2 people
4
Publish visitor information
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign sales tables
2 people
8
Send confirmations
9
Hang promotional posters
2 people
10
Inventory the DVD selection
2 people
11
Prepare stall numbers
12
Prepare price tags
2 people
13
Prepare cash register rules
2 people
14
Do the shopping
2 people
15
Arrange cash for the register
16
Test DVD players
2 people
17
Sort sales materials
2 people
18
Lay out route signs

Event

19
Set up tables and chairs
4 people
20
Install the power supply
2 people
21
Set up DVD test stations
2 people
22
Place stall numbers
2 people
23
Arrange the sales tables
3 people
24
Hang decorations
2 people
25
Set up the cash registers
2 people
26
Chill drinks
2 people
27
Prepare coffee and tea
2 people
28
Set out snacks
2 people
29
Staff the information desk
30
Receive vendors
3 people
31
Welcome visitors
2 people
32
Operating the cash register
2 people
33
Support vendors
2 people
34
Check test stations
35
Serve snacks
2 people
36
Refill drinks
37
Refill coffee and tea
38
Empty trash bins
39
Close the cash register temporarily
2 people
40
Announce final sales round
41
Check out vendors
2 people

Aftercare

42
Close out the registers
2 people
43
Collecting DVDs and materials
4 people
44
Take down tables and chairs
4 people
45
Switch off equipment
2 people
46
Collect waste
2 people
47
Clean the venue
3 people
48
Wash dishes
2 people
49
Return materials
2 people
50
Return borrowed items

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 16
Display racksqty 4
Plastic containersqty 30
Tableclothsqty 12

Equipment

DVD playersqty 2
Screensqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Portable speaker

Lighting

LED lampsqty 4

Decorations

DVD market bannerqty 2
Directional signsqty 8
Booth numbersqty 20
Table displaysqty 12
String lightsqty 4

Sales materials

Cash registersqty 2
Cash receipt bookqty 2
Price stickersqty 6
Pensqty 20
Clipboardsqty 6
Calculatorsqty 3
Cardboard moving boxesqty 30

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the market. Use the final list to assign sales tables, send confirmations and collect dietary requirements rather than making last-minute changes.
Test every DVD player, screen, extension cord and power strip before setup. Keep at least one spare test station ready if several sellers will demonstrate discs at the same time.
Prepare stall numbers and price stickers before sellers arrive. A simple numbering system lets visitors find a table quickly and prevents sellers from choosing spaces during setup.
Set cash-register rules before opening, including who handles cash, how receipts are recorded and whether sellers share change. Arrange the starting cash at least 1 day beforehand and keep calculators and receipt books at each register.
Allow at least 90 minutes for venue setup. Install the power supply first, then arrange tables and chairs, place signs and decorations, and finish by setting up the registers and DVD test stations.

Frequently asked questions

How far in advance should I organise a DVD market?: Book the venue and agree the sales terms at least 6 weeks before the event. Open seller registration soon afterwards, with a closing date around 7 days before the market so tables and confirmations can be completed.
How much setup time does a DVD market need?: Allow at least 90 minutes for the physical setup, plus extra time if the venue needs many tables or test stations. Set up power and cable routes before placing equipment and stock on the tables.
How should I organise DVD seller tables?: Assign tables after registrations close, using the confirmed number of sellers and any space requirements. Prepare booth numbers in advance and send each seller their table number with the final arrival instructions.
What equipment should I test before a DVD market?: Test every DVD player and screen at least 1 day before the market, including the extension cords, power strips and cable reels. Check that discs load, sound works and cables do not cross visitor walkways.

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