How to organise an antique market from start to finish

Start by fixing the market date, opening hours and venue before inviting a single exhibitor. Then work through permits, insurance, stall capacity and the site layout so you know exactly what you can offer. Exhibitor registration, payment terms and loading arrangements need to be clear well before the event. In the final week, confirm every stall, check power and toilets, prepare signs, and make a weather plan.

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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
Set the market date and times
2 people
2
Reserve the venue and fairgrounds
2 people
3
Apply for permits and notifications
4
Check insurance details
5
Make a booth layout for the site
2 people
6
Set sales terms
2 people
7
Create registration form for exhibitors
8
Send invitations
2 people
9
Publish market online
10
Distribute flyers and posters
3 people
11
Contact exhibitors
3 people
12
Process registrations
2 people
13
Assign stalls to exhibitors
2 people
14
Confirm exhibitors
2 people
15
Compile exhibitor contact list
16
Develop parking and loading plan
2 people
17
Determine power points and cable route
2 people
18
Book catering
19
Reserve toilet facilities
20
Confirm rental items
21
Set payment method for exhibitors
2 people
22
Order cash change
23
Make route and parking signs
2 people
24
Send exhibitor information
25
Check the weather forecast and plan
2 people
26
Do the shopping
2 people
27
Bring materials to the venue
4 people
28
Set Up the Cash Register and Payment Materials
2 people

Event

29
Welcome exhibitors
4 people
30
Barrier off the grounds and put up signs
3 people
31
Set up stalls and tables
6 people
32
Build party tents
4 people
33
Connect power and lighting
2 people
34
Place waste bins
2 people
35
Set up coffee and drinks station
3 people
36
Prepare snacks and sandwiches
3 people
37
Set out tableware and cutlery
2 people
38
Set up the information desk
2 people
39
Check the grounds and booths
3 people
40
Welcome visitors
3 people
41
Staff the information desk
2 people
42
Support exhibitors
2 people
43
Serve coffee and tea
2 people
44
Serve snacks and sandwiches
2 people
45
Refill drinks
2 people
46
Collect waste and empty packaging
2 people
47
Check toilets periodically
48
Guide visitors to the exit
2 people
49
Close sales and cash register
2 people
50
Check out exhibitors
3 people

Aftercare

51
Dismantle stalls and tables
6 people
52
Take down party tents
4 people
53
Move materials to storage
4 people
54
Clear litter from the grounds
4 people
55
Wash dishes and kitchen equipment
2 people
56
Clean the grounds and restroom area
3 people
57
Dispose of waste separately
2 people
58
Return rental items
2 people
59
Store leftover groceries
2 people
60
Remove traffic and information signs
2 people
61
Handle deposits and payments
2 people
62
Send thank-you message to exhibitors
63
Register lost and found items
64
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 18
Tablesqty 8
Chairsqty 30
Foldable tablesqty 4
High tablesqty 4
Clothes racksqty 6
Display cubesqty 12
Tablecloth tablesqty 2

Equipment

Card machinesqty 2
Extension cordsqty 8
Cable reelsqty 3
Power stripsqty 8
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable lampsqty 8
Flashlightsqty 4
Cash boxesqty 3
Calculatorsqty 3
Walkie-talkiesqty 6
Power banksqty 4

Lighting

String lightsqty 6
LED lightsqty 12

Decorations

Market bannersqty 4
Directional signsqty 12
Stand number signsqty 20
Price tagsqty 300
Chalkboardsqty 6
Table décorqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Cool bagsqty 6
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 10

Cleaning

Waste binsqty 10
Litter pickersqty 3
Dustpan and brushqty 4
Broomqty 3
Mop setsqty 2
Bucketsqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the stall capacity from the site plan, not from the number of enquiries. Mark every stall, aisle and loading route before assigning exhibitors, and leave enough space for tables, market stalls, clothes racks and display cubes.
Give exhibitors one written information sheet at least 7 days before opening. Include their stall number, arrival and loading time, parking route, payment method, power-point rules and the deadline for cancellations.
Plan electricity before equipment arrives. Map the cable route, count power points, and keep extension cords, cable reels and power strips away from visitor routes; portable lamps and flashlights are useful if setup runs late.
Treat arrival and public access as separate flows. Put route, parking, directional and stall-number signs in place before exhibitors arrive, and use a compiled contact list so missing sellers can be reached quickly.
Confirm hired items, catering and toilet facilities at least 3 days before the market. Check the forecast again 24 hours before opening and decide where party tents, tables and lighting will go if rain or poor visibility changes the layout.

Frequently asked questions

How far in advance should I organise an antique market?: Allow at least 8 to 12 weeks for a small market, and longer if permits or a fairground booking are required. Set the date and venue first, then open exhibitor registration once the stall capacity and terms are confirmed.
How do I allocate stalls at an antique market?: Create the complete site layout before assigning stalls, including aisles, entrances, loading space and power routes. Confirm each exhibitor’s stall number in writing at least 7 days before the event.
What information should antique market exhibitors receive?: Send arrival and loading times, parking instructions, stall dimensions, payment terms, contact details and power arrangements in one document. Send it no later than 7 days before opening and issue any final weather update 24 hours beforehand.
When should I check the weather for an antique market?: Check the forecast 3 days before the market to adjust equipment and staffing, then check it again 24 hours before opening. Decide in advance how party tents, tables, signs and electrical cables will be protected from rain or wind.

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.