How to organise a party supplies market

A party supplies market needs more than tables and sellers. Start by confirming the venue and date, then record the market rules and write clear sales terms before opening exhibitor registration. Once registrations are coming in, assign pitches, volunteers and practical services such as catering, cold storage and payment equipment. Finish with a market map, printed information and a timed setup plan so sellers know where to go and visitors can move around safely.

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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 location and date
2
Record market rules
2 people
3
Draw up sales terms
2 people
4
Create registration form
5
Invite exhibitors
2 people
6
Publish event online
7
Distribute posters
2 people
8
Process registrations
2 people
9
Assign pitch locations
2 people
10
Send confirmation to exhibitors
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Book catering
14
Order cash
15
Reserve cold storage
16
Create a market map
2 people
17
Design signage
18
Print the market list
19
Call Exhibitors Back
2 people
20
Do the shopping
2 people
21
Collect materials
3 people
22
Set up cash registers and change
2 people
23
Prepare name stickers
24
Prepare information table
2 people
25
Set up tables and chairs
4 people
26
Build party tents
4 people
27
Hang lighting
3 people
28
Check power outlets
2 people
29
Mark stalls
3 people
30
Set up signage
2 people
31
Place information signs
2 people
32
Number the sales tables
2 people
33
Welcome exhibitors
3 people
34
Direct exhibitors to their spots
3 people
35
Check booth layout
2 people
36
Prepare snacks
3 people
37
Chill drinks
2 people
38
Set out coffee and tea
2 people
39
Check toilets
2 people
40
Place waste stations
2 people
41
Carry out opening check
3 people

Event

42
Welcome visitors
3 people
43
Staff the entrance and information desk
2 people
44
Support exhibitors
2 people
45
Handle the sale of refreshments
3 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Empty trash bins
2 people
50
Check the Toilets in Between
2 people
51
Keep walkways clear
2 people
52
Replenish price and information signs
53
Take photos of the market
54
Inform last visitors
2 people
55
Check out exhibitors
3 people
56
Close out the registers
2 people
57
Collect lost property

Aftercare

58
Take down tables and booths
4 people
59
Take down party tents
4 people
60
Remove decorations
3 people
61
Turn off lights
2 people
62
Collect waste
4 people
63
Wash dishes
3 people
64
Empty and clean coolers
2 people
65
Clean floors and tables
3 people
66
Clean the restrooms
2 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Store leftover stock
2 people
70
Handle lost property
71
Thank exhibitors
72
Publish photos and posts
73
Process invoices and payments

What to bring

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

Furniture

Party tentsqty 2
Market tables and folding tablesqty 24
Chairsqty 30
Beer tablesqty 6
Clothes racksqty 6
Stoolsqty 8
Tableclothsqty 24
Bollardsqty 12

Equipment

Cash registersqty 2
Card machinesqty 2
Extension cordsqty 4
Power stripsqty 8
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Handheld megaphone
Transport cartsqty 2
Tool casesqty 2
Cable reelsqty 2

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 8
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Balloonsqty 150
Table décorqty 12
Directional signsqty 12
Information boardsqty 6
Booth number cardsqty 30
Name stickersqty 100

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
traysqty 4
Cool bagsqty 6
Storage binsqty 12
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries

Tips

Set the venue, date and market rules before inviting exhibitors. Put pitch sizes, arrival times, permitted goods and cancellation terms in the registration information so you do not need to renegotiate later.
Close exhibitor registration early enough to draw the market map and assign pitches. Send each exhibitor a confirmation with their location, unloading instructions and arrival time at least 7 days before the market.
Plan payment and power together. Count how many cash registers and card machines are needed, order change in advance, and test extension cords and power strips before sellers arrive.
Do not leave visitor information until setup morning. Print the market list, prepare directional signs and information boards, and place the information table where it is visible from the main entrance.
Allow at least 2 hours for setup before opening. Put out tables, chairs, clothes racks and tents first, then arrange signage, table décor, cash points and refreshments; keep a reserve of cups, plates and cutlery for the busiest period.

Frequently asked questions

How far in advance should I organise a party supplies market?: Start planning at least 8 weeks before the market. Confirm the location and rules first, open exhibitor registration next, and leave the final 2 weeks for pitch assignments, confirmations, printing and equipment checks.
When should I invite exhibitors to a party supplies market?: Invite exhibitors as soon as the venue, date and sales terms are confirmed, ideally 6 to 8 weeks before opening. Set a registration deadline at least 3 weeks before the market so you have time to assign pitches and contact missing information.
How many tables and chairs do I need for each exhibitor?: Use the pitch size and each exhibitor’s registration details to decide this rather than giving everyone the same setup. Finalise the allocation at least 7 days beforehand, including tables, folding tables, chairs, clothes racks or stools where applicable.
How early should I set up a party supplies market?: Allow at least 2 hours before visitors arrive, and more if tents, power or a large number of pitches are involved. Set up the main furniture first, then payment points, signage, the information table and catering equipment.

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.