How to organise a model-making market

A model-making market works best when stallholder logistics are settled before you think about decorations or refreshments. Start by booking a suitable venue, then build the participant list, assign table numbers and publish clear visitor information. During the final week, confirm exhibitor details, dietary requirements and the floor plan. On the day, allow enough time to place tables, signs and the entrance desk before sellers arrive, then prepare coffee, chilled drinks and payments separately.

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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
Contact market stallholders
2 people
3
Process registrations
4
Create the participant list
5
Assign table numbers
6
Send invitations
2 people
7
Publish visitor information
8
Collect dietary requirements
9
Create floor plan
10
Inform exhibitors
11
Check the shopping list
12
Do the shopping
2 people
13
Exchange cash
14
Prepare the cash register
15
Collect materials
2 people
16
Prepare name badges
17
Make route signs
18
Set up tables
4 people
19
Set up chairs
2 people
20
Lay tablecloths
2 people
21
Hang up stand numbers
2 people
22
Place route signs
2 people
23
Set up the entrance desk
2 people
24
Set up coffee station
2 people
25
Chill drinks
2 people
26
Set out snacks
2 people
27
Test sound system
2 people
28
Check the lighting
2 people
29
Check safe walking routes
2 people

Event

30
Welcome exhibitors
3 people
31
Check registrations
2 people
32
Welcome visitors
2 people
33
Collect admission
2 people
34
Explain the program
35
Guide exhibitors around
2 people
36
Serve coffee and tea
2 people
37
Serve snacks
2 people
38
Refill drinks
2 people
39
Keep tables tidy
2 people
40
Empty trash bins
41
Check toilets
42
Close the register
2 people
43
Guide exhibitors out
2 people

Aftercare

44
Take down tables and chairs
4 people
45
Remove decorations
2 people
46
Switch off equipment
2 people
47
Wash dishes
2 people
48
Collect waste
2 people
49
Clean the venue
3 people
50
Collect lost and found items
51
Return materials
2 people
52
Return rental equipment
2 people
53
Deposit cash register takings
2 people

What to bring

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

Furniture

Tablesqty 35
Chairsqty 45
Tableclothsqty 35
Stoolsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Microphone

Lighting

LED lampsqty 8
Batteriesqty 24

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 50
Cutlery setsqty 50

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Cutting boardsqty 2
Knivesqty 4
Serving plattersqty 8

Decorations

Buntingqty 6
Balloonsqty 50
Name badgesqty 40
Table numbersqty 35
Directional signsqty 12

Catering

Cash box
Payment terminal
Price listsqty 4
Menusqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomsqty 2
Trash binsqty 6

Groceries

Groceries

Tips

Set a registration deadline at least 14 days before the market. Use the final participant list to assign table numbers and send each exhibitor their arrival details.
Draw the floor plan before setting up the room, including tables, chairs, the entrance desk, the coffee station and clear routes between stalls. Leave enough space for visitors to stop without blocking aisles.
Send visitor information no later than 7 days before the event. Include opening and closing times, the venue address, entry arrangements and whether exhibitors accept cash, card or both.
Prepare the cash register before doors open, and exchange cash in advance rather than leaving it until setup. Keep the cash box, payment terminal and price lists together at the entrance.
Finish the room setup at least 60 minutes before opening. Place tablecloths, stand numbers and route signs first, then check extension cords, power strips, coffee equipment, chilled drinks and name badges.

Frequently asked questions

How far in advance should I organise a model-making market?: Start at least 8 to 12 weeks before the market. Book the venue first, then allow time to contact stallholders, process registrations and publish visitor information at least 7 days before the event.
When should model-making market stallholders register?: Set the registration deadline around 14 days before the market. That gives you time to create the participant list, assign table numbers, collect dietary requirements and send the final floor plan.
How much setup time does a model-making market need?: Allow at least 2 hours for room setup, especially if you are arranging multiple tables and chairs. Aim to have the entrance desk, signs, coffee station and payment equipment ready 60 minutes before opening.
What do organisers often forget for a model-making market?: Small operational items are commonly missed: table numbers, route signs, name badges, extension cords, power strips and batteries for lighting or microphones. Check these 2 days beforehand, not while exhibitors are arriving.

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.