How to organise an antique market

An antique market works best when the layout, exhibitor list and practical arrangements are settled in that order. Start by confirming the date and venue, then plan stall positions, invite exhibitors and collect registrations before ordering supplies. Most problems appear late: missing permits, overloaded power points, unclear parking information or exhibitors arriving without setup instructions. Use the final week to confirm every exhibitor and the event day to inspect the site before stalls, tents and refreshments go out.

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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
Work out market layout
2 people
3
Invite exhibitors
2 people
4
Process registrations
2 people
5
Confirm exhibitors
2 people
6
Collect dietary requirements
7
Send invitations
2 people
8
Publish parking information
9
Make reservations
10
Check permits
11
Check power supply
2 people
12
Check the weather forecast
13
Send exhibitor information
14
Order cash
15
Hang up promotion
2 people
16
Inventory materials
2 people
17
Do the shopping
2 people
18
Set out drinks chilled
2 people
19
Set up non-perishable supplies
2 people
20
Prepare the cash register
2 people
21
Post the route and safety plan
2 people
22
Inspect venue
2 people
23
Put up barriers
3 people
24
Build party tents
4 people
25
Set up the market stalls
4 people
26
Set up tables and chairs
4 people
27
Lay out power cables safely
2 people
28
Hang lighting
3 people
29
Hang decorations
3 people
30
Place information signs
2 people
31
Mark stalls
2 people
32
Welcome exhibitors
3 people
33
Direct exhibitors to their spots
3 people
34
Check the booth setups
2 people
35
Set up the catering point
3 people
36
Prepare coffee and tea
2 people
37
Check toilets
2 people
38
Place waste stations
2 people
39
Check the cash register and change
2 people
40
Carry out the final safety check
2 people

Event

41
Open the gates and market
3 people
42
Welcome visitors
3 people
43
Staff the information desk
2 people
44
Support exhibitors
2 people
45
Staff the catering point
3 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Empty trash bins
2 people
50
Keep tables clean
2 people
51
Check toilets periodically
2 people
52
Turn on lighting
53
Keep walkways clear
2 people
54
Skim cash from the till periodically
2 people
55
Inform last visitors
2 people
56
Close the market
3 people

Aftercare

57
Check out exhibitors
3 people
58
Close the register
2 people
59
Chill leftover food
2 people
60
Collect tableware
3 people
61
Sort waste
3 people
62
Clear tables and chairs
4 people
63
Take down market stalls
4 people
64
Take down party tents
4 people
65
Remove decorations
3 people
66
Take down lighting
2 people
67
Remove power cables
2 people
68
Clean the venue
4 people
69
Remove the barriers
3 people
70
Check materials
2 people
71
Wash dishes
3 people
72
Dry and store materials
2 people
73
Return rental items
2 people
74
Register lost and found items
75
Call Exhibitors Back
76
Settle unpaid costs
77
Remove promotional materials
2 people

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 24
Bar stoolsqty 6
High tablesqty 6
Clothes racksqty 10
Storage boxesqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Flashlightsqty 4
Walkie-talkiesqty 4
Petty cash registersqty 2

Lighting

String lightsqty 8
LED lightsqty 12
Cable matsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 100
Pastry platesqty 80
Cutlery setsqty 100
Serving spoonsqty 8
Pliersqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 20

Decorations

Buntingqty 10
Chalkboardsqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Stand number signsqty 20

Cleaning

Waste binsqty 10
Waste binsqty 4
Broomsqty 4
Dustpansqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Toilet brushesqty 4
Hand soap dispensersqty 6

Other

Crowd control barriersqty 12
Conesqty 12
Cable tiesqty 200
Duct tapeqty 6
Rope rollsqty 4
Cable tiesqty 200
Tool casesqty 2
Measuring tapesqty 2
Pensqty 30
Clipboardsqty 6
Price tagsqty 500
Wristbandsqty 300

Catering

Groceries

Tips

Plan the market layout before confirming exhibitors. Mark stall dimensions, entrances, walkways, storage areas and the cash or refreshment point so you know how many market stalls, tables and chairs will fit.
Set a firm registration deadline at least 2 weeks before the market. After that date, confirm each exhibitor individually and send arrival times, parking directions, unloading instructions and the final stall position.
Check permits, insurance requirements and the venue’s power supply no later than 3 weeks ahead. Count coffee machines, kettles, lights and payment terminals on each circuit, and keep extension cords, cable reels and cable mats available for safe routing.
Prepare payments and refreshments separately from the exhibitor setup. Order cash several days in advance, test every payment terminal, chill drinks before opening and keep coffee, tea, cups and serving supplies together at one service point.
Treat setup morning as an inspection, not just decoration. Check the weather forecast, inspect barriers and tent anchors, post the route and safety plan, test lighting and walkie-talkies, then build the stalls before exhibitors begin unloading.

Frequently asked questions

How far in advance should I organise an antique market?: Start at least 6 to 8 weeks before the market. This gives you time to confirm the venue, check permits, recruit exhibitors and resolve power or layout problems before the final week.
When should antique market exhibitors register?: Set the registration deadline around 2 weeks before the event. Use the final 7 to 10 days to confirm places, collect missing details and send each exhibitor practical setup information.
How much cash should I order for an antique market?: There is no single amount without knowing the expected sales and payment mix. Count the number of cash registers, decide the change denominations in advance and order the cash several days before opening so it can be checked and divided securely.
When should I set up the antique market stalls?: Set up the stalls after the venue inspection and before exhibitors unload, usually 2 to 4 hours before opening. Put barriers, cable mats, tents and tables in place first, then check clear walkways and emergency routes.

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.