How to organise a trunk sale without last-minute chaos

A trunk sale works best when you treat it as a small market, not just a row of cars. Start by confirming the date, venue, permissions and insurance, then open registration before planning stalls and parking. Suppliers, volunteers and equipment need clear deadlines because tables, tents, power and payment facilities are easy to arrange too late. Keep the final week for confirmations, weather checks, printing route information and preparing refreshments rather than solving basic logistics.

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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 people
2
Check the market permit
3
Check insurance
4
Develop the traffic plan
2 people
5
Invite suppliers
2 people
6
Publish registration form
7
Inform nearby residents
2 people
8
Send invitations
2 people
9
Promote the market
2 people
10
Process registrations
2 people
11
Assign stalls
2 people
12
Send confirmations
2 people
13
Collect dietary requirements
14
Assess power requirements
15
Create the parking layout
2 people
16
Make reservations
17
Assign volunteers
2 people
18
Confirm Material Delivery
19
Check the weather forecast
20
Print participant list
21
Print route maps
22
Withdraw cash
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Collect materials
3 people
27
Prepare cash registers
2 people
28
Communicate weather decision
2 people
29
Inspect the site
2 people
30
Put up barriers
4 people
31
Set out the parking route
3 people
32
Connect power
2 people
33
Set up the information booth
3 people
34
Setting up the coffee station
3 people
35
Set up tables
4 people
36
Set up party tents
4 people
37
Hang lighting
3 people
38
Hang decorations
3 people
39
Place signs and direction arrows
3 people
40
Set up waste stations
2 people
41
Check restroom facilities
2 people
42
Display sales stock
3 people

Event

43
Welcome exhibitors
4 people
44
Assign stand locations
3 people
45
Provide traffic guidance
4 people
46
Staff the information desk
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Empty trash bins
2 people
51
Check the grounds and walkways
2 people
52
Check the lighting
53
Inform exhibitors about departure
2 people
54
Guide the exit route
4 people
55
Close sales
2 people

Aftercare

56
Clear tables and chairs
4 people
57
Take down party tents
4 people
58
Remove decorations
3 people
59
Switch off equipment
2 people
60
Collect waste
4 people
61
Clean the grounds
4 people
62
Register lost and found items
63
Close the register
2 people
64
Return materials
3 people
65
Wash dishes
3 people
66
Empty and clean coolers
2 people
67
Dispose of waste
2 people
68
Process deposits and payments
2 people
69
Handle lost and found
70
Inform vendors about found items
71
Send thank-you message
72
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 24
High tablesqty 4
Beer tablesqty 4
Bar stoolsqty 8
Clothes racksqty 4
Storage cratesqty 12
Conesqty 20
Crowd barriersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 4
Card machinesqty 2
Cash boxesqty 2
Flashlightsqty 6
Cable reelsqty 3
Handheld megaphonesqty 2
Walkie-talkiesqty 6

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 4

Tableware

Reusable mugsqty 100
Reusable glassesqty 100
Reusable platesqty 80
Reusable cutleryqty 100

Kitchen

Thermos flasksqty 6
Water jugsqty 4
Serving traysqty 6
Scissorsqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Measuring cupsqty 2
Thermometerqty 2
Ice packsqty 24
Bottle openersqty 4
Napkin boxesqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 10
Directional signsqty 12
Information boardsqty 6
Stand number signsqty 60
Pavement signsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning clothsqty 20
Toilet brushesqty 2

Safety

First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 12
Pocket knifeqty 2

Catering

Groceries

Tips

Confirm the market permit, insurance and traffic plan before publishing the registration form. Allow at least 4–6 weeks for checks or approvals, since these can affect the venue layout and whether vehicles may enter the site.
Close stall registration with a firm deadline, then assign spaces and send confirmations at least 7 days before the sale. Include arrival times, parking instructions and what each participant must bring so you do not answer the same questions on the morning.
Plan power by listing every coffee machine, kettle, card machine and light that needs electricity. Keep extension cords and power strips separate from pedestrian routes, and test the setup before opening rather than relying on one socket.
Make the parking and arrival layout readable on one printed page. Mark seller parking, customer parking, unloading points and the entrance, then print the participant list and route maps the day before.
Prepare drinks and snacks before the first sellers arrive. Chill the drinks in coolers, fill water jugs and thermos flasks, and set out reusable cups, plates and cutlery so volunteers are not shopping or washing up during the busiest hour.

Frequently asked questions

How early should I start organising a trunk sale?: Start at least 6 weeks before the sale. Use the first 1–2 weeks for the date, venue, permit, insurance and traffic plan, then open registration and invite suppliers.
When should trunk sale registration close?: Close registration 7–10 days before the event. That gives you time to process registrations, assign stalls, confirm requirements and send the final participant list.
How many volunteers do I need for a trunk sale?: Plan for at least 1 volunteer for every 20–25 participating sellers, plus a coordinator for arrivals and parking. Add extra cover if the sale runs longer than 4 hours or has separate entry and refreshment areas.
What should I do if the weather forecast is bad?: Check the forecast 7 days before the sale and again 24 hours beforehand. Decide by the final check whether tents, lighting, power protection and a revised parking layout are needed, and tell participants immediately if arrangements change.

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.