How to organise a stamp market from start to finish

Start by securing the venue and drawing the market layout before inviting exhibitors. Your table plan determines how many exhibitors you can accept, where registration and information will sit, and how visitors will move through the room. Confirm each exhibitor before publishing the programme, then prepare signs, name badges, price lists and the payment point. In the final week, check reservations, dietary requirements, equipment and power supplies. On the day, open the venue early enough to set up tables, chairs, tablecloths and refreshments before exhibitors 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 venue
2
Work out market layout
3
Create exhibitor list
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm exhibitors
8
Record the number of tables
9
Check reservations
10
Publish the program
11
Print floor plan
12
Print name badges
13
Make table signs
2 people
14
Prepare signage
2 people
15
Prepare price lists
16
Prepare the cash register
17
Do the shopping
2 people
18
Collect materials
2 people
19
Label the materials
2 people
20
Fill coolers
2 people
21
Fill the cash register with change

Event

22
Open venue
2 people
23
Set up tables
4 people
24
Set up chairs
2 people
25
Lay out tablecloths
2 people
26
Number exhibitor tables
2 people
27
Hang up signage
2 people
28
Set up registration desk
2 people
29
Set up coffee station
2 people
30
Test the equipment
2 people
31
Welcome exhibitors
3 people
32
Guide exhibitors to the tables
3 people
33
Staff the entrance
2 people
34
Register visitors
2 people
35
Staff the information desk
36
Serve drinks and coffee
2 people
37
Refill drinks
38
Refill snacks
39
Check toilets
40
Answer visitor questions
41
Check out exhibitors
2 people

Aftercare

42
Close the register
2 people
43
Clear tables
4 people
44
Pack up materials
3 people
45
Collect waste
2 people
46
Wash dishes
2 people
47
Clean the venue
3 people
48
Collect lost items
49
Return materials
2 people
50
Store leftover stock
2 people

What to bring

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

Furniture

Market tablesqty 30
Chairsqty 45
Tableclothsqty 30
Registration desk
Information desk
Waste binsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Teaspoonsqty 80
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 6
Microphone
Speakersqty 2
Cash register
Calculatorsqty 4
Magnifying lampsqty 6

Kitchen

Thermos flasksqty 4
Pitcherqty 2
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Pliersqty 6
Small change traysqty 4
Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 10
Scissorsqty 4
Markersqty 12

Decorations

Table signsqty 30
Name badgesqty 40
Directional signsqty 10
Stamp flagsqty 6
Tapeqty 6
Cable tiesqty 50

Cleaning

Vacuum cleaner
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 4

Lighting

LED lampsqty 8
Desk lampsqty 6

Catering

Groceries

Tips

Draw the layout before recording the final table count. Leave clear routes between market tables and reserve visible positions for the registration table, information table and waste bins.
Send invitations with a firm response deadline, then keep one exhibitor list showing registrations, confirmations and dietary requirements. Do not publish the programme until the confirmed list matches the number of available tables.
Prepare all visitor-facing materials at least one day ahead: the programme, floor plan, name badges, table signs, directional signs and price lists. Print a few extra copies of each to cover late changes.
Check the refreshment setup as a complete system rather than item by item. Coffee machines and kettles need accessible extension cords and power strips, while cups, glasses, plates, teaspoons, serving spoons, thermos flasks and coolers should be placed where staff can reach them quickly.
Count and organise materials before opening the venue. Fill coolers, stock serving platters and utensils, label boxes by area, and put cash and change in the till only after the registration and exhibitor setup points are ready.

Frequently asked questions

How far in advance should I organise a stamp market?: Secure the venue and start the exhibitor list at least 6–8 weeks before the market. Send invitations early enough to allow time for registrations, confirmations, dietary requirements and a final programme.
How do I plan the layout for a stamp market?: Begin with the number of confirmed or expected exhibitors and the available tables. Draw the table positions, registration point, information table, seating, refreshments and visitor routes before printing the floor plan; finalise it at least 3 days before the event.
What should I prepare the day before a stamp market?: Print the programme, floor plan, name badges, table signs and directional signs, then check reservations and pack labelled materials. Also test the microphone, speakers, coffee machines, kettles, extension cords and power strips before the venue opens.
How early should I arrive to set up a stamp market?: Allow at least 2 hours before visitors arrive for tables, chairs, tablecloths, signs, registration and refreshments. Add extra time if the venue needs furniture moved or if several exhibitors require help unloading.

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.