How to organise a postcard market

A postcard market works best when the layout, vendor numbers and visitor information are settled before anyone arrives. Start by reserving the market space and checking the permit requirements, then invite vendors and process registrations in one place. Once you know how many sellers are coming, plan the tables, stalls and signs around the room. The final stage is a timed setup: open the venue, prepare registration, connect lighting and receive vendors before visitors arrive.

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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 market space
2
Check the permit
3
Invite vendors
2 people
4
Process registrations
5
Maintain the waiting list
6
Publish visitor information
7
Distribute promotion
2 people
8
Collect dietary requirements
9
Confirm the number of tables
10
Create floor plan
2 people
11
Create vendor assignments
12
Send confirmations
13
Prepare name badges
14
Create stall labels
15
Do the shopping
2 people
16
Collect materials
2 people
17
Chill drinks

Event

18
Open venue
2 people
19
Set up tables
4 people
20
Set up chairs
3 people
21
Connect lighting
2 people
22
Put up route signs
2 people
23
Set up the registration table
2 people
24
Receive vendors
3 people
25
Assign stalls
3 people
26
Set out coffee and tea
2 people
27
Staff the entrance and registration
2 people
28
Welcome visitors
2 people
29
Serve snacks
2 people
30
Refill drinks
2 people
31
Check toilets
32
Empty trash bins
2 people
33
Check out vendors
2 people

Aftercare

34
Take down tables and chairs
4 people
35
Remove decorations
2 people
36
Wash dishes
2 people
37
Clean the venue
3 people
38
Dispose of waste
2 people
39
Return materials
2 people
40
Return borrowed items

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 36
Registration desk
Stoolsqty 4
Tableclothsqty 24
Display racksqty 12
Card binsqty 24
Desk organizersqty 12

Decorations

Route signsqty 8
Booth labelsqty 24
Name badgesqty 40
Buntingqty 8
Directional signsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Scissorsqty 6
Tape dispensersqty 4
Crumb vacuumsqty 2
Cash boxesqty 4
Small change traysqty 4
Clipboardsqty 4
Pensqty 24

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Hand sanitizer holdersqty 4

Catering

Groceries

Tips

Set a registration deadline several weeks before the market so you have time to process applications and maintain a waiting list. Confirm each vendor’s details rather than relying on informal messages.
Create the floor plan only after confirming the number of tables. Assign every vendor a stall, then send confirmations with the stall location and arrival instructions at least 7 days before the event.
Publish visitor information no later than 5 days before opening. Include the entrance route, registration arrangements and any practical details visitors need, and use the same wording on every promotional channel.
Prepare name badges, stall labels and route signs in separate, labelled bundles. This prevents the common delay of trying to identify vendors or direct visitors while tables are already being set up.
Allow at least 90 minutes for venue setup. Set out tables, chairs and display equipment first, then connect LED lamps or string lights, place directional signs, chill drinks and check the registration table before vendors arrive.

Frequently asked questions

How far in advance should I organise a postcard market?: Start at least 8 to 12 weeks before the market. Reserve the space and check the permit first, then allow several weeks for vendor registrations, a waiting list and the floor plan.
When should postcard market vendor registration close?: Close registration about 3 weeks before the event. That gives you time to confirm the number of tables, assign stalls, prepare labels and send final confirmations at least 7 days in advance.
How much setup time does a postcard market need?: Plan for at least 90 minutes before doors open. Larger markets may need 2 to 3 hours, especially when tables, chairs, lighting, route signs and a registration desk all need to be installed.
What should I send postcard market visitors before the event?: Send the visitor information 5 to 7 days before opening, then post a reminder 24 hours beforehand. Include the entrance route, opening time, registration details and any access information that could prevent confusion.

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