How to organise a trunk sale without last-minute problems

A trunk sale needs more than a row of cars and tables. Start by confirming the date, location and any required permission, then plan vendor spaces, traffic flow and parking before you publish the event. Registrations, directions and stall assignments should be settled early enough for vendors to prepare. On the day, focus on safe arrival routes, a clearly marked information point, working equipment and refreshments that are ready before the first seller arrives.

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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 date and location
2
Request required permission
3
Create traffic and parking plan
2 people
4
Invite vendors
2 people
5
Publish market online
6
Process registrations
2 people
7
Assign stalls
2 people
8
Confirm vendors
9
Send directions
10
Check the weather forecast
11
Do the shopping
2 people
12
Arrange cash and change
13
Check materials
2 people
14
Prepare sales and information point
2 people
15
Cordon off the area
3 people
16
Set up parking spaces
3 people
17
Set up tables and chairs
4 people
18
Build party tents
4 people
19
Install lighting
2 people
20
Set up signage
2 people
21
Set up the coffee and tea station
2 people
22
Chill drinks
2 people
23
Check shelf life and safety

Event

24
Receive vendors
3 people
25
Assign stand locations
3 people
26
Guide parking for sales cars
3 people
27
Welcome visitors
2 people
28
Staff the information point
2 people
29
Staff the sales and refreshment stand
3 people
30
Serve coffee and tea
2 people
31
Refill drinks
32
Empty waste stations
2 people
33
Check the grounds and walkways
2 people
34
Check out vendors
2 people
35
Close sales
2 people

Aftercare

36
Secure cash register and proceeds
2 people
37
Turn off lighting and equipment
2 people
38
Clear tables and chairs
4 people
39
Take down tents and barrier materials
4 people
40
Collect and remove waste
3 people
41
Clean the grounds
3 people
42
Clean dishes and equipment
2 people
43
Return materials
2 people
44
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 20
Stoolsqty 6
Dressing tablesqty 2
High tablesqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Lighting

LED string lightsqty 4
Work lightsqty 4
Spare batteriesqty 2

Communication

Walkie-talkiesqty 4
Registration formsqty 100
Pensqty 20
Clipboard foldersqty 6
Name stickersqty 100
Information boardsqty 8
Direction arrowsqty 20
Price tagsqty 200

Safety

Traffic conesqty 20
Crowd control barriersqty 10
Barrier tapeqty 4
First aid kit
Fire extinguisherqty 2

Decorations

Buntingqty 6
Balloon archesqty 2

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Cutting boardsqty 2
Knivesqty 4
Serving tongsqty 4

Tableware

Reusable cupsqty 150
Reusable coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Sugar bowlsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 2
Mopsqty 2
Bucketsqty 2
Hand sanitizer holdersqty 4

Catering

Groceries

Tips

Set the site layout before inviting vendors. Mark driving routes, parking spaces and stall locations on a simple plan, then use cones, barriers, tape and direction arrows to make the layout visible on arrival.
Close vendor registration several days before the sale. Assign each seller a numbered location, send directions in advance and keep registration forms, pens and name stickers at the information point.
Check power and lighting the day before, not when sellers arrive. Test coffee machines, kettles, extension cords, power strips, work lights and LED string lights together, and keep spare batteries available.
Prepare cash and change before opening. Decide who handles payments and information, and place price tags, boards and clipboards where they can be reached without blocking the sales area.
Check the forecast and food safety on the final day. Chill drinks in advance, check shelf life, and have the first aid kit and fire extinguisher easy to find while tents and tables are being set up.

Frequently asked questions

How early should I start organising a trunk sale?: Start at least 4 to 6 weeks before the sale. Use the first week to confirm the date, location and permission, then allow 2 to 3 weeks for vendor invitations and registrations.
How do I organise parking for a trunk sale?: Draw the traffic and parking plan before publishing the event. Reserve a clear arrival route, mark spaces with cones or barriers, and send vendors their entry instructions at least 3 days beforehand.
When should trunk sale vendors receive their stall assignment?: Send the confirmed stall location and directions 3 to 5 days before the event. Keep a copy of the assignments at the information point so late arrivals can be directed quickly.
What should be ready before a trunk sale opens?: Set up tents, tables, chairs, signs, lighting and the sales point before the first vendor arrives. Have drinks chilled, coffee and tea equipment tested, cash and change prepared, and safety equipment accessible at least 30 minutes before opening.

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.