How to organise a trunk sale from start to finish

A trunk sale works best when sellers know where to go, what to bring and how the site will run before they arrive. Start with the date, location, permits and insurance, then build the vendor list and pitch layout. In the final week, focus on seller instructions, signs, volunteers, payments and weather planning. On the day, inspect the site before opening and keep registration, refreshments and visitor directions easy to find.

Organize this event for free with Lizzt

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
Check permit requirements
3
Check insurance
4
Reserve toilets
5
Work out market layout
2 people
6
Open the registration form
7
Send invitations
2 people
8
Announce market online
9
Process registrations
10
Confirm vendors
11
Collect dietary requirements
12
Collect registration fee
2 people
13
Prepare vendor list
14
Assign pitch locations
2 people
15
Publish visitor information
16
Schedule volunteers
17
Send out seller instructions
18
Check the weather forecast
19
Do the shopping
2 people
20
Collect materials
3 people
21
Lay out cash
2 people
22
Prepare route signs
2 people
23
Chill drinks
2 people
24
Prepare coffee station
2 people

Event

25
Inspect the site
2 people
26
Close off the traffic route
3 people
27
Set up tents
4 people
28
Set up tables and chairs
4 people
29
Place waste bins
2 people
30
Place stall signs
2 people
31
Set up the registration table
2 people
32
Set up coffee station
2 people
33
Connect power
2 people
34
Set up cash box and payment point
2 people
35
Receive vendors
4 people
36
Guide vendors to booths
4 people
37
Inspect sales booths
2 people
38
Welcome visitors
3 people
39
Process on-site registrations
2 people
40
Serve coffee and tea
2 people
41
Refill drinks
2 people
42
Carry out waste rounds
2 people
43
Check toilets
44
Guide the parking route
3 people
45
Inform sellers of departure time
46
Accompany departing vendors
3 people

Aftercare

47
Take down tents
4 people
48
Clear tables and chairs
4 people
49
Sweep the site
3 people
50
Collect waste
3 people
51
Wash dishes
2 people
52
Return materials
3 people
53
Return rental items
2 people
54
Register lost and found items
55
Clear away leftover stock
2 people
56
Check the final bill

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 14
Registration desk
Crowd control barriersqty 8
Clothing racksqty 4
Coat racksqty 2
Folding cratesqty 12

Equipment

Cash boxqty 2
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 4
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Flashlightsqty 4
Cable reelsqty 2
Calculatorsqty 2
Pen holdersqty 2
Clipboard setsqty 4
Staplersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Teaspoonsqty 80
Cake plattersqty 50
Scissorsqty 6

Catering

Groceries

Decorations

Route signsqty 12
Parking signsqty 8
Pitch numbersqty 80
Program postersqty 20
Arrow stickersqty 40
Adhesive tapeqty 8
Ropeqty 4
Chalkqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Bread basketsqty 6
Ice packsqty 20

Cleaning

Waste binsqty 6
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4
Work glovesqty 8

Lighting

LED lampsqty 6
String lightsqty 4

Tips

Set the site layout before assigning pitches. Mark pitch numbers, parking, entrances and walking routes so sellers can unload without blocking visitors.
Open registration early enough to confirm sellers, collect any registration fee and record dietary requirements. Send the final vendor list and pitch assignments several days before the sale.
Give sellers written instructions at least three days in advance. Include arrival time, unloading rules, pitch size, payment expectations and what happens if the weather changes.
Keep the first hour moving with a staffed registration desk, clear route signs and a working payment terminal. Have cash available as a backup and test extension cords and power strips before opening.
Plan refreshments and basic site operations together. Chill drinks, prepare the coffee station, check toilets and inspect tents, tables, barriers and signs before visitors arrive.

Frequently asked questions

How far in advance should I organise a trunk sale?: Start planning at least 6 to 8 weeks before the sale. This gives you time to confirm the location, check permits and insurance, open registration, recruit volunteers and send seller instructions.
When should trunk sale vendors receive their pitch location?: Send confirmed pitch locations and arrival instructions at least 3 days before the event. Include the pitch number, unloading route, parking information and the time sellers can set up.
How many volunteers do I need for a trunk sale?: Plan for at least 1 volunteer at registration, 1 person to direct arrivals and 1 person to handle site questions for every 50 sellers. Add someone to check refreshments and toilets if the sale runs longer than 3 hours.
What should I check on the morning of a trunk sale?: Allow 60 to 90 minutes before opening for a full site inspection. Check the weather, tents, tables, barriers, toilets, power, payment equipment, route signs, pitch numbers and the coffee station.

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.