How to organise a fossil market without last-minute problems

A fossil market needs more than tables and displays: exhibitors need confirmed spaces, visitors need a clear route, and every specimen needs readable pricing and labels. Start with venue access and exhibitor registrations, then lock the floor plan before ordering catering or printing materials. Test the payment terminal, prepare a cash float and check lighting for display cases at least one day before opening. On the day, protect the floor, set up displays and signs first, then bring in fossils and refreshments.

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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
Confirm venue access
2
Invite exhibitors
2 people
3
Process registrations
2 people
4
Confirm exhibitors
5
Invite attendees
2 people
6
Promote the event
2 people
7
Collect dietary requirements
8
Order catering
9
Check reservations
10
Create the table layout
2 people
11
Assign exhibitors
2 people
12
Schedule volunteers
13
Prepare price lists
2 people
14
Design route signs
15
Make name badges
16
Arrange cash float for the register
17
Test payment terminal
18
Print fossil labels
2 people
19
Set out packaging materials
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Sort catering
2 people
23
Transport materials
3 people
24
Open venue
2 people
25
Protect the floor
2 people
26
Set up tables
4 people
27
Set up chairs
2 people
28
Check power outlets
2 people
29
Hang lighting
3 people
30
Set up exhibitor counters
4 people
31
Display fossils
6 people
32
Place magnifying glasses
2 people
33
Put up price tags
3 people
34
Set up the cash register
2 people
35
Set up visitor registration
2 people
36
Build the catering buffet
3 people
37
Set out drinks
2 people
38
Put up route signs
2 people
39
Conduct a safety check
2 people

Event

40
Welcome exhibitors
3 people
41
Check the final stands
2 people
42
Welcome visitors
3 people
43
Process admission fees
2 people
44
Provide visitor information
2 people
45
Support exhibitors
2 people
46
Serve catering
3 people
47
Refill drinks
2 people
48
Refill coffee and tea
2 people
49
Empty trash bins
2 people
50
Clear tables during breaks
2 people
51
Check toilets
52
Register lost property
53
Restock packaging supplies
54
Close the cash register temporarily
2 people
55
Inform last visitors
2 people
56
Wrap up sales
2 people
57
Check out exhibitors
3 people

Aftercare

58
Pack fossils
6 people
59
Close the register
2 people
60
Clean up catering
3 people
61
Take down tables and chairs
4 people
62
Remove decorations
2 people
63
Collect waste
3 people
64
Wash dishes
2 people
65
Clean the venue
3 people
66
Remove floor protection
2 people
67
Transport materials back
3 people
68
Return rental items
2 people
69
Store leftover stock
2 people
70
Handle lost property
71
Thank exhibitors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 30
Foldable tablesqty 4
Cash desk table
High tablesqty 4
Table skirtsqty 24
Display casesqty 8
Storage cratesqty 20

Equipment

Cash drawer
Payment terminalqty 2
Extension cordsqty 8
Power stripsqty 8
Electronic scalesqty 4
Magnifying glassesqty 24
Magnifying glassesqty 12
Label printer
Laptop
Printer
Hand tally countersqty 2
Walkie-talkiesqty 6
Cash counting traysqty 2
Paper cutter
Staplersqty 4

Lighting

LED lampsqty 12
Desk lampsqty 12
Light Stripsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 6
Pliersqty 6
Serving plattersqty 12
Dishpanqty 2

Decorations

Entrance signsqty 4
Route signsqty 12
Table numbersqty 24
Name badgesqty 40
Chalkboardsqty 6
Arrow stickersqty 30
Table décorqty 12
Price holdersqty 100
Fossil labelsqty 300
Lamination sleevesqty 100

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Microfiber clothsqty 20
Waste binsqty 8
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm exhibitor numbers and table requirements at least 10 days before the market. Use that information to create the table layout, reserve display cases and leave a clear route between stalls.
Prepare fossil labels and price lists at least 3 days in advance. Print a few spare labels and keep a label printer available for specimens that arrive late or change price.
Test the payment terminal, cash drawer, scales and extension cords the day before opening. Keep a cash float ready before doors open, rather than trying to organise change while visitors are waiting.
Plan lighting around the specimens, not just the room. Check each display case with LED lights, desk lamps or light strips after dark, and keep cables secured so they do not cross visitor routes.
Set up packaging materials and drinks before exhibitors arrive. Keep boxes, wrapping supplies and coolers in a designated storage area, and assign volunteers to restock refreshments during the busiest hours.

Frequently asked questions

How far in advance should I invite fossil exhibitors?: Invite exhibitors at least 6 to 8 weeks before the market, then set a registration deadline about 3 weeks before opening. Confirm each exhibitor’s table size, equipment needs and arrival time once registrations close.
How many tables do I need for a fossil market?: Allow one main table per exhibitor, plus at least 1 metre of aisle space in front of each table. Add 10% spare table capacity if possible for late equipment changes, shared displays or registration and payment areas.
When should I prepare fossil labels and price lists?: Prepare the first version 3 days before the market and print the final set no later than the evening before. Keep spare paper and a working printer or label printer on site for last-minute additions.
How early should the venue be opened on market day?: Open the venue at least 3 hours before visitors arrive. Use the first hour for floor protection and furniture, the second for exhibitor displays and lighting, and the final hour for payment checks, catering and signs.

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.