Jewelry market checklist: what to arrange and when

A jewelry market involves more than booking stalls and inviting makers. You need to confirm permits, exhibitor details, power access, toilets, loading arrangements and the layout before people arrive. This checklist takes you from choosing the date and venue through final shopping, signage and access checks. Use it to keep exhibitor communication, visitor promotion and practical setup on track without leaving small but necessary details until market 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

Set the date and market location
2 people
Check permit requirements
Contact exhibitors
2 people
Send registration form
Send invitations
2 people
Promote the market on social media
Put up local promotions
2 people
Confirm exhibitors definitively
Process registrations
2 people
Collect dietary requirements
Reserve power outlets
Check and reserve toilets
Order catering
2 people
Work out stand layout
2 people
Send exhibitors a map
Send parking and loading info
Check the weather forecast
Arrange keys and access
Check the shopping list
2 people
Do the shopping
2 people
Prepare promotional materials
Inventory materials
2 people
Prepare name badges
Prepare info pack for exhibitors
2 people
Prepare cash register and change
2 people
Chill drinks
2 people
Store food refrigerated
2 people
Check the venue for safety
2 people
Clear the loading zone
2 people
Build party tents
4 people
Secure tents with weights
3 people
Set up tables
4 people
Set up chairs
2 people
Set up tablecloths and stands
4 people
Connect lighting
2 people
Tape down power cables securely
2 people
Place jewelry displays at each booth
4 people
Set up the information desk
2 people
Set up catering point
3 people
Place waste bins
2 people
Set up signage
2 people

Event

Welcome exhibitors
3 people
Direct exhibitors to their spots
2 people
Carry out final stand checks
3 people
Welcome visitors
2 people
Staff the info desk
2 people
Guide visitor flow
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Clear tables during breaks
2 people
Empty waste bins periodically
2 people
Check toilets periodically
Replenish backup stock
Inform last visitors
2 people
Check out exhibitors
3 people
Close the register and inventory
2 people

Aftercare

Pack jewelry displays securely
4 people
Dismantle tables and chairs
4 people
Remove lighting and cables
2 people
Dismantle party tents
4 people
Collect and remove waste
3 people
Wash dishes and glasses
2 people
Clean the catering area
2 people
Leave the site clean
4 people
Return borrowed materials
2 people
Sort and store leftover stock
2 people
Register lost and found items
Inform stallholders about items left behind
Remove promotional signs
2 people
Report the handover to the venue contact

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 8
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 16
Tent weightsqty 16

Presentation

Jewelry bustsqty 36
Earring displaysqty 36
Wristband standsqty 24
Chain standsqty 24
Jewelry traysqty 48
Ring holdersqty 24
Table displaysqty 24
Hand mirrorsqty 12
Price sign holdersqty 48

Sales materials

Jewelry boxesqty 150
Gift bagsqty 150
Paper carrier bagsqty 150
Price tagsqty 250
Disposable tape measuresqty 12
Receipt rollsqty 12
Pensqty 24
Clipboardsqty 6

Equipment

Payment terminalsqty 4
Cash boxesqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 12

Lighting

LED string lightsqty 8
LED work lightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Market flagsqty 12
Welcome sign
Decorative vasesqty 8
Artificial flowersqty 24
Exhibitor bannersqty 12
Name badgesqty 40

Signage

Directional signsqty 12
Information boardsqty 6
Parking signsqty 4
Plate standsqty 8

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 60
Tea glassesqty 40
Pastry platesqty 80
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Ice packsqty 24
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 2
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8
High-visibility vestsqty 8
Barrier tapeqty 4

Catering

Groceries

Tips

Set the date and location before contacting exhibitors, then check permit requirements and available toilets, power outlets and access routes before opening registrations.
Give exhibitors a clear deadline for registration and dietary information. Confirm their places only after registrations are processed, then send the final stall map, parking details and loading instructions.
Plan the stall layout around the displays jewelry sellers need, including busts, trays, ring holders, earring displays and enough table space for browsing without blocking walkways.
Check electrical demand at least several days before the market. Reserve outlets for payment terminals, coffee machines and kettles, and bring power strips only where the venue allows them.
Finish the physical preparation the day before: check the shopping list, prepare badges and exhibitor information packs, organize price materials and test the cash register, change and receipt rolls.

Frequently asked questions

How early should I contact jewelry market exhibitors?: Contact exhibitors at least 6 to 8 weeks before the market if you want time for registrations, questions and promotion. Set a firm registration deadline around 3 weeks before the event, then confirm the final exhibitor list.
When should I plan the jewelry market stall layout?: Create the first layout as soon as you know the expected exhibitor count, ideally 2 to 3 weeks before the market. Send the final map and loading information at least 7 days before opening.
How many power outlets do I need for a jewelry market?: Count every device that needs electricity, including payment terminals, coffee machines and kettles, then add at least 2 spare outlets. Confirm the venue’s available circuits 1 to 2 weeks beforehand rather than relying on shared extension points.
What should I prepare the day before a jewelry market?: Complete shopping, materials inventory, name badges, exhibitor information packs and promotional materials the day before. Also check access keys, table displays, sales supplies, cash change and the weather forecast before closing.

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.