How to organise an association market from start to finish

An association market works best when the programme, exhibitor plan and visitor flow are fixed before promotion starts. Begin by setting the date and schedule, then contact associations and open registration with a clear deadline. Once registrations come in, confirm exhibitors, collect dietary requirements and build the booth layout. In the final weeks, check permits, insurance, power, cooling and equipment so volunteers and exhibitors know exactly what to do on the day.

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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 date and program
2 people
2
Contact associations
2 people
3
Open the registration form
4
Send invitations
2 people
5
Post promotion online
6
Distribute promotional posters
3 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm exhibitors
2 people
10
Create the booth layout
2 people
11
Publish the program
12
Make reservations
13
Check permits
14
Prepare insurance documents
15
Print contact list
16
Print floor plan
17
Check power outlets
2 people
18
Test extension cords
2 people
19
Check cooling capacity
20
Create Inventory Lists
2 people
21
Check the shopping list
2 people
22
Assign volunteers
2 people
23
Send instructions to exhibitors
24
Prepare price lists
2 people
25
Make name badges
2 people
26
Prepare route signs
2 people
27
Test cash registers
2 people
28
Exchange cash
29
Do the shopping
3 people
30
Chill drinks
2 people
31
Set up non-perishable supplies
2 people
32
Prepare snacks
3 people
33
Sort tableware
2 people
34
Bundle materials
3 people
35
Check the weather forecast
36
Charge phones
2 people
37
Clear the site
4 people
38
Set up tents
6 people
39
Set up tables
4 people
40
Set up chairs
3 people
41
Connect power
2 people
42
Hang lighting
3 people
43
Place booth numbers
2 people
44
Hang up decorations
3 people
45
Set up the info point
2 people
46
Set up catering point
3 people
47
Set up the cash registers
2 people
48
Display snacks
3 people
49
Hang up floor plans
2 people

Event

50
Welcome exhibitors
3 people
51
Direct exhibitors to their spot
3 people
52
Welcome visitors
3 people
53
Staff the information point
2 people
54
Serve catering
4 people
55
Operate the cash registers
2 people
56
Serve snacks
2 people
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Check toilets
60
Check stock
61
Support exhibitors
2 people
62
Turn on lighting
63
Take final orders
2 people
64
See visitors out
3 people

Aftercare

65
Close the cash registers
2 people
66
Store food safely
3 people
67
Have exhibitors dismantle their stands
3 people
68
Take down tents
6 people
69
Clear tables and chairs
5 people
70
Collect waste
4 people
71
Wash dishes
3 people
72
Clean the grounds
4 people
73
Inventory materials
2 people
74
Count remaining stock
2 people
75
Return materials
3 people
76
Dispose of waste
2 people
77
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 24
Chairsqty 80
Beer tablesqty 8
Foldable tablesqty 8
Stoolsqty 12
Changing boothsqty 2
Clothes racksqty 4
Bollardsqty 12
Folding benchesqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Cash registersqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Megaphonesqty 2
Bluetooth speakersqty 2
Microphonesqty 2
Cable reelsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 150
Balloon weightsqty 12
Tableclothsqty 24
Flower arrangementsqty 8
Club bannersqty 12
Announcement board
Chalkboardsqty 8
Photo backdrop

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving traysqty 8
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 24
Kitchen scalesqty 2
Food gloves
Apronsqty 12
Hair nets
Bottle openersqty 6
Thermometersqty 2
Measuring spoonsqty 2
Bread knivesqty 4
Serving tongsqty 12
Washing-up tubsqty 4
Draining racksqty 4
Water jerry cansqty 6

Cleaning

Waste binsqty 10
Vacuum cleaner
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Administration

Registration formsqty 100
Program flyersqty 500
Floor plansqty 300
Booth number cardsqty 40
Name badgesqty 80
Badge holdersqty 80
Ballpoint pensqty 30
Markersqty 20
Clipboardsqty 10
Price listsqty 40
Receipt rollsqty 20
Cash traysqty 4
Cash boxesqty 2
Wristbandsqty 500
Paper tapeqty 12
Duct tapeqty 8
Rope
Cable ties
Scissorsqty 8
Staplersqty 4
Staples
Pen holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Spare batteries
Non-slip matsqty 12
Cable matsqty 20
Conesqty 20
Warning tape
Vestsqty 20
Rain umbrellasqty 4

Tips

Set the programme before sending invitations. Include opening and closing times, exhibitor arrival and setup time, breaks, and the deadline for registration so associations can decide quickly.
Close exhibitor registration at least 2–3 weeks before the market. This gives you time to confirm each booth, create the floor plan and send instructions instead of making layout changes on the event day.
Plan the site around power and visitor flow, not just available tables. Mark refrigerators, cash registers, card machines, charging stations and cable routes on the booth layout, then test every extension cord before opening.
Send exhibitors one practical information sheet 7 days before the market. Include arrival time, booth position, what they must bring, payment arrangements, dietary information and a contact number for problems.
Assign volunteers to specific areas and shifts rather than asking for general help. Keep a printed contact list, floor plan and inventory list at the main information point, with spare name badges and price lists ready.

Frequently asked questions

How far in advance should I organise an association market?: Start planning at least 8–12 weeks before the event. Set the date and programme first, then allow 4–6 weeks for association registrations and at least 2 weeks for the final layout, permits, insurance and equipment checks.
When should I close registration for exhibitors?: Close registration 2–3 weeks before the market. You need that time to confirm exhibitors, process dietary requirements, assign booth positions and publish the final programme.
How do I plan the layout for an association market?: Create the booth layout after registrations are confirmed, normally 2 weeks before the event. Leave clear routes for visitors, mark power outlets and cooling equipment, and print the final floor plan for volunteers and exhibitors.
What should I check the day before an association market?: Check permits, insurance documents, tables, seating, lighting, refrigeration, payment equipment and cable safety the day before. Also prepare name badges, price lists, contact lists and volunteer instructions so setup does not depend on last-minute printing.

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.