How to organise a photo market

A photo market works best when exhibitors know exactly where to go, what to bring and when to arrive. Start by fixing the date and venue, then recruit exhibitors early enough to confirm their spaces and contact details. Build the booth layout before printing the site map, and check power, payment equipment and lighting at the venue rather than on opening morning. The final setup is mainly about clear signs, ready tables, chilled drinks and a quick welcome for every exhibitor.

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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
Record date and times
2 people
2
Reserve venue
3
Invite exhibitors
2 people
4
Send invitations
2 people
5
Post promotion on social media
6
Distribute posters
2 people
7
Process registrations
2 people
8
Confirm exhibitors
9
Collect dietary requirements
10
Create the booth layout
2 people
11
Check participants' contact details
12
Order catering
13
Check supplies
2 people
14
Print the program and site map
15
Prepare name badges
2 people
16
Prepare cash register and change
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Bring materials to the venue
3 people
20
Open venue
2 people
21
Check power outlets
2 people
22
Set up tables and chairs
4 people
23
Mark stalls
2 people
24
Lay out tablecloths
2 people
25
Welcome exhibitors
3 people
26
Direct exhibitors to their spots
2 people
27
Build photo booths
8 people
28
Set up information table
2 people
29
Signpost the entrance
2 people
30
Hang up decorations
2 people
31
Connect lighting
2 people
32
Set out coffee and tea
2 people
33
Set out snacks
2 people
34
Check toilets
35
Check safe walking routes
2 people

Event

36
Open the entrance
2 people
37
Welcome visitors
3 people
38
Distribute program
2 people
39
Staff the information desk
2 people
40
Coordinate photo demonstrations
2 people
41
Serve coffee and tea
2 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Empty trash bins
2 people
45
Check toilets periodically
46
Check the lighting
47
Inform last visitors
2 people
48
Close entrance
2 people

Aftercare

49
Have exhibitors take down their stands
4 people
50
Collect lost property
2 people
51
Collect tableware and glasses
3 people
52
Take down tables and chairs
4 people
53
Remove decorations
2 people
54
Collect waste
3 people
55
Clean the venue
3 people
56
Switch off equipment
2 people
57
Roll up power cables
2 people
58
Return materials
3 people
59
Return rental items
2 people
60
Register lost and found items
61
Thank exhibitors

What to bring

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

Furniture

Foldable tablesqty 20
Chairsqty 60
Tableclothsqty 20
Stoolsqty 8
Clothes racksqty 6
Bollardsqty 8

Equipment

Extension cordsqty 10
Power stripsqty 10
Cable reelsqty 4
Cash boxesqty 2
Card machinesqty 2
Handheld microphone
Portable speakersqty 2
Phone chargersqty 4

Lighting

LED lampsqty 10
String lightsqty 6
Night lightsqty 4

Decorations

Postersqty 20
Bannersqty 6
Photo framesqty 12
Clothespinsqty 100
Ropeqty 2
Name badgesqty 60
Directional signsqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Storage binsqty 8

Cleaning

Broomsqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the exhibitor deadline at least 2 weeks before the market. Use the final list to confirm contact details, dietary requirements and the number of tables or chairs each participant needs.
Draw the booth layout before ordering or printing anything. Leave clear walking routes, mark every stall, and check that extension cords, power strips and cable reels can reach the exhibitors who need electricity.
Prepare the visitor information at least 2 days ahead. Print the programme, site map, directional signs and name badges together so late changes are easy to update in one batch.
Treat payments as a separate setup check. Test card machines, prepare cash boxes with change, and bring phone chargers before exhibitors arrive; a missing charger or small denominations can delay sales immediately.
Open the venue at least 90 minutes before visitors are expected. Check outlets and lighting first, then set up tables, chairs and tablecloths, chill drinks, and welcome exhibitors as they arrive.

Frequently asked questions

How far in advance should I organise a photo market?: Start planning at least 8 to 12 weeks before the market. Book the venue first, then invite exhibitors and begin promotion while registrations are still open.
When should exhibitors be confirmed for a photo market?: Confirm exhibitors 2 to 3 weeks before the event, once registrations and contact details have been checked. Send the final arrival time, stall location and practical instructions in the same message.
How early should I arrive to set up a photo market?: Allow at least 90 minutes before opening, and 2 hours if the venue needs tables, chairs, signs and lighting installed from scratch. Check power outlets before laying out the stalls.
What payment equipment do I need for a photo market?: Prepare at least one tested card machine and one cash box with change for each busy sales point. Charge the devices fully and bring phone chargers before setup, not after the first customer arrives.

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.