How to organise a militaria market from start to finish

A successful militaria market depends on a clear exhibitor process and a practical layout. Confirm the date and venue first, then open registrations, collect exhibitor details and assign stand spaces before publishing visitor information. Work through access, parking, power, payments and safety well before event day. The final setup is easier when tables, signs, registration materials and refreshments arrive in a planned order.

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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 date and location
2
Work out market layout
2 people
3
Draft vendor terms
2 people
4
Send invitations
2 people
5
Open registrations
6
Register exhibitors
2 people
7
Assign pitch locations
2 people
8
Collect dietary requirements
9
Publish visitor information
10
Distribute parking information
11
Confirm reservations
12
Print exhibitor list
13
Prepare route signs
2 people
14
Make booth numbers
2 people
15
Lay out wristbands and cash register
2 people
16
Check the shopping list
17
Do the shopping
2 people
18
Collect cash
2 people
19
Fill coolers
2 people
20
Chill drinks
2 people
21
Bring materials to the venue
4 people
22
Open venue
2 people
23
Conduct a safety check
2 people
24
Set up tables
6 people
25
Set up chairs
3 people
26
Build party tents
4 people
27
Number the stands
2 people
28
Put up route signs
2 people
29
Set up the entrance desk
2 people
30
Test the cash register
2 people
31
Test card reader
2 people
32
Connect lighting
3 people
33
Tape down cables securely
2 people
34
Welcome exhibitors
4 people
35
Direct exhibitors to their spots
4 people
36
Register exhibitors
2 people
37
Have exhibitors set up
4 people
38
Set up coffee station
2 people
39
Set out drinks
2 people
40
Set out snacks
2 people
41
Check toilets
2 people
42
Place waste bins
2 people
43
Brief entrance staff
3 people
44
Brief the catering staff
3 people
45
Do the final safety check
2 people

Event

46
Welcome visitors
4 people
47
Collect entrance fees
2 people
48
Support exhibitors
2 people
49
Serve coffee and tea
2 people
50
Sell drinks
2 people
51
Serve snacks
2 people
52
Refill drinks
2 people
53
Restock the coffee station
54
Empty trash bins
2 people
55
Check toilets
56
Keep walkways clear
2 people
57
Answer visitor questions
2 people
58
Register lost and found items
59
Inform last visitors
2 people
60
Close the entrance desk
2 people
61
Have exhibitors take down their stands
4 people
62
See exhibitors out
3 people

Aftercare

63
Dismantle tables and chairs
5 people
64
Take down party tents
4 people
65
Disconnect lighting
2 people
66
Collect materials
4 people
67
Dispose of waste
3 people
68
Wash dishes
2 people
69
Clean coffee station
2 people
70
Clean the restrooms
2 people
71
Clean the venue
4 people
72
Remove route signs
2 people
73
Count the cash register
2 people
74
Secure cash
2 people
75
Handle lost and found
76
Return materials
4 people
77
Return rental items
2 people
78
Follow up with exhibitors

What to bring

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

Furniture

Party tentsqty 2
Market tablesqty 40
Foldable tablesqty 6
Chairsqty 30
Stoolsqty 8
Entrance desk
Clothes racksqty 6
Display casesqty 4
Transport cartsqty 4

Equipment

Card machinesqty 2
Cash register
Cash drawer
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 4
Walkie-talkiesqty 6
Megaphone
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Flashlightsqty 6
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Hand trucksqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Decorations

Stand number signsqty 40
Route signsqty 12
Directional signsqty 10
Entrance sign
Program boardsqty 4
Tableclothsqty 45
Clampsqty 80
Ropeqty 100
Bollardsqty 12
Barrier tapeqty 4
Clipboardsqty 6
Pensqty 30
Markersqty 12
Name badgesqty 60
Wristbandsqty 400
Admission ticketsqty 400
Information leafletsqty 400
Cash traysqty 3
Price tagsqty 500
Table number holdersqty 40

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 6
Serving spoonsqty 8

Catering

Groceries

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 4
Bucketsqty 4
Waste binsqty 12
Waste containerqty 2
Toilet brushesqty 4
Rubber glovesqty 6
Cleaning clothsqty 20

Tips

Start with the floor plan before accepting every application. Mark entrances, aisles, emergency routes, tables, display cases and clothing racks so you know how many stand spaces the venue can actually hold.
Set an exhibitor deadline at least 2–3 weeks before the market. Use the final registration list to allocate stand numbers, confirm requirements and print the exhibitor list without last-minute changes.
Send visitor information at least 7 days in advance. Include the opening time, parking instructions, entrance details and any payment information so visitors do not have to find these details on the day.
Prepare the entrance and payment points separately from the sales area. Have the cash register, cash drawer, card machines, wristbands and a charger ready before doors open, and keep a small cash float available.
Plan the load-in sequence by zone. Bring tables and display equipment in first, put up stand-number and route signs next, then place refreshments and final lighting; leave at least 30 minutes for a safety check before opening.

Frequently asked questions

How early should I start organising a militaria market?: Start at least 8–12 weeks before the market. Confirm the venue and date first, then allow time for exhibitor invitations, registrations, stand allocation, visitor information and equipment checks.
When should exhibitors register for a militaria market?: Set a registration deadline 2–3 weeks before the event. This gives you enough time to assign stand spaces, prepare stand-number signs and print the exhibitor list.
What should I check at the venue before a militaria market opens?: Complete the safety check at least 30 minutes before opening. Check emergency routes, cables, lighting, tables, chairs, entrance access, signage and the position of the cash and registration points.
How much time is needed to set up a militaria market?: Allow at least 2–3 hours for setup, depending on the number of stands and the venue. Tables, chairs and display equipment should go in first, followed by signs, payment equipment, refreshments and the final walk-through.

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