How to organise a stamp market from start to finish

Start by securing the venue, its opening hours and enough tables for every exhibitor. Invite exhibitors early, collect registrations and dietary requirements, then turn the confirmed list into a booth layout with assigned pitch locations. Publish visitor information before the market and prepare maps, signs, badges and exhibitor lists for the day itself. During setup, check access, walking routes, power, coffee equipment and payment facilities 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
Confirm venue and opening
2
Invite exhibitors
3
Send out a visitor announcement
4
Process registrations
5
Confirm exhibitors
6
Collect dietary requirements
7
Reserve tables at the venue
8
Create the booth layout
2 people
9
Assign pitch locations
10
Inform exhibitors
11
Publish visitor information
12
Prepare name badges
13
Print exhibitor list
14
Print maps
15
Make route and booth signs
16
Prepare change
17
Test payment terminal
18
Check stock
2 people
19
Do the shopping
2 people
20
Sort materials
2 people
21
Set up coffee machines
2 people
22
Collect access keys

Event

23
Open venue
2 people
24
Inspect venue
2 people
25
Mark off walking routes
2 people
26
Set up tables
4 people
27
Set up chairs
3 people
28
Set the tables
3 people
29
Set up the entrance and signage
2 people
30
Set up registration desk
2 people
31
Set up coffee and drinks station
2 people
32
Welcome exhibitors
3 people
33
Register exhibitors
2 people
34
Carry out the final safety check
2 people
35
Welcome visitors
2 people
36
Hand out information and maps
37
Serve coffee and tea
2 people
38
Refill drinks
39
Check tables and walking routes
40
Empty trash bins
41
See visitors off
2 people

Aftercare

42
Close the register
2 people
43
Check out exhibitors
2 people
44
Dismantle tables and chairs
4 people
45
Pack up materials
3 people
46
Wash dishes
2 people
47
Clean the venue
3 people
48
Collect waste
2 people
49
Lock up the venue
2 people
50
Return borrowed materials
2 people
51
Store leftover stock
52
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 50
Reception desk
Stoolsqty 4
Table display casesqty 12
Stamp albumsqty 20

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 80
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminal
Cash boxesqty 2
Magnifying lampsqty 6
Extension cordsqty 6
Power stripsqty 6

Office

Name badgesqty 50
Ballpoint pensqty 20
Rolls of tapeqty 6
Scissorsqty 4
Clipboardsqty 4
Price sign holdersqty 50

Decorations

Event banner
Tableclothsqty 24
Route signsqty 12
Directional signsqty 10

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 6
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm exhibitors before reserving the final table layout. Once the list is closed, assign each pitch and send the location to exhibitors early enough for them to plan their displays.
Build the visitor information around practical details: opening time, entrance route, booth map and payment arrangements. Print maps and an exhibitor list as well as publishing the information online.
Check power before placing equipment. Test the payment terminal, position extension cords and power strips safely, and make sure coffee machines, kettles and lighting can be used without blocking walking routes.
Prepare the welcome desk before opening. Put out name badges, pens, clipboards, the exhibitor list and change so registrations and visitor questions do not interrupt the setup.
Leave time for a venue inspection before doors open. Check tables, chairs, display cases, route signs and directional signs, then walk the marked routes as a visitor would to spot confusing turns or blocked access.

Frequently asked questions

How far in advance should I organise a stamp market?: Start at least 8 to 12 weeks before the market. This gives you time to confirm the venue, invite exhibitors, process registrations and publish visitor information before the final setup week.
How many tables do I need for a stamp market?: Reserve one table or display area for each confirmed exhibitor, then keep at least 10% extra capacity if the venue allows it. Finalise the number after registrations close so the booth layout matches the available space.
When should I send exhibitors their booth locations?: Send assigned pitch locations 1 to 2 weeks before the market, after the layout and exhibitor list are stable. Include arrival instructions and any access or display limits in the same message.
What should I check on the morning of a stamp market?: Complete the venue inspection at least 60 minutes before opening. Check walking routes, signs, tables, power, payment equipment, coffee machines, badges and change before exhibitors and visitors arrive.

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.