How to organise a senior market from start to finish

A senior market needs more than stalls and exhibitors: visitors must be able to move around easily, find seating and get clear information. Start by fixing the date and opening hours, then build the layout and exhibitor list before opening registration. After that, confirm practical needs such as dietary requirements, catering quantities, volunteers and equipment. The final week is mainly about printing, labelling, signage, shopping and checking that chilled food and drinks can be kept cold.

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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
Set date and opening hours
2 people
2
Determine market layout and walking routes
2 people
3
Contact exhibitors
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm exhibitors
2 people
9
Send the information letter
10
Make material reservations
11
Calculate catering quantities
2 people
12
Design program boards
13
Print floor plan
14
Prepare name badges
2 people
15
Assign volunteers
2 people
16
Coordinate the presentation schedule
2 people
17
Prepare signage
2 people
18
Withdraw cash
19
Do the shopping
3 people
20
Check the non-perishable stock
2 people
21
Collect fresh produce
2 people
22
Keep chilled products cool
2 people
23
Set out coffee and tea
2 people
24
Prepare catering
3 people
25
Sort materials
3 people
26
Remind exhibitors

Event

27
Open venue
2 people
28
Check power outlets
2 people
29
Set up the market stalls
6 people
30
Set up tables and chairs
5 people
31
Set up rest areas
3 people
32
Build the catering buffet
4 people
33
Chill drinks
2 people
34
Refill coffee machines
2 people
35
Set up the presentation area
3 people
36
Set up signage
3 people
37
Set up the information desk
2 people
38
Prepare cash and register
2 people
39
Hand out name badges
2 people
40
Welcome exhibitors
3 people
41
Guide vendors to their spots
3 people
42
Check stands
3 people
43
Brief volunteers
2 people
44
Welcome visitors
4 people
45
Explain the program
46
Staff the information desk
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Restock the buffet
2 people
51
Facilitate presentations
2 people
52
Guide guests to their seats
3 people
53
Keep rest areas tidy
2 people
54
Empty trash bins
2 people
55
Check toilets
2 people
56
Register lost and found items
57
Inform last visitors
2 people
58
Close the register
2 people
59
Check out exhibitors
3 people

Aftercare

60
Dismantle booth materials
6 people
61
Clear tables and chairs
5 people
62
Clean up catering
4 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Switch off equipment
2 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Store leftover stock
2 people
70
Handle lost and found
71
Inform vendors about aftercare
72
Archive photos and documents

What to bring

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

Furniture

Market stallsqty 18
Party tentsqty 6
Tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Lounge sofasqty 4
Folding chairsqty 20
Tableclothsqty 24
Coat racksqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 60
Water glassesqty 120
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Teaspoonsqty 100
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Serving spoonsqty 12
Small bowlsqty 20
Serving tongsqty 8

Equipment

Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Laptop
Monitor screen
Payment terminal

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Decorations

Welcome signsqty 3
Wayfinding signsqty 12
Program boardsqty 4
Table décorqty 24
Name badge holdersqty 30
Name badgesqty 80
Balloonsqty 100
Balloon pumpsqty 2

Office

Information leafletsqty 250
Floor plansqty 150
Program flyersqty 200
Pensqty 30
Clipboardsqty 8
Notepadsqty 12
Tapeqty 6
Writing clipboardsqty 6
Cash boxesqty 2
Receipt booksqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning cartsqty 2

Catering

Groceries

Tips

Design the walking route before confirming the stall layout. Leave clear space between market stalls, tables and seating, and print the floor plan early enough to correct bottlenecks.
Open registration only after you know how many exhibitors the room can hold. Send the information letter after confirmations, including arrival details, the programme schedule and any access instructions.
Ask for dietary requirements during registration, not on the event day. Use the responses to calculate catering quantities and keep suitable servings separate when preparing food.
Assign volunteers to specific jobs and time slots rather than giving everyone a general task. Cover arrival, exhibitor support, coffee and tea service, presentation changes and closing.
Finish non-food preparation before shopping for fresh produce. Check the stock of plates, cups, glasses, cutlery, thermos flasks, coolers and extension cords, then collect chilled items as late as practical.

Frequently asked questions

How far in advance should I organise a senior market?: Start planning at least 8 to 12 weeks before the market. Set the date and layout first, contact exhibitors next, and open registration once capacity and walking routes are clear.
How do I make a senior market easy to navigate?: Keep walking routes wide and direct, with seating placed where visitors can rest without blocking stalls. Print one floor plan and use visible signs at entrances, programme areas, catering and toilets.
How much catering do I need for a senior market?: Calculate quantities from confirmed registrations rather than the room capacity, then add a small reserve for late changes. Finalise dietary requirements at least 7 days before the event so suitable food can be bought and prepared.
When should I prepare coffee and tea for a senior market?: Set out coffee and tea shortly before opening so hot drinks are ready when visitors arrive. Prepare thermos flasks in batches and keep extra water, cups, tea glasses and teaspoons available throughout the programme.

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