Militaria market checklist and planning guide

A militaria market needs more than tables and sellers. You need a confirmed venue, a workable stall layout, clear exhibitor conditions and reliable visitor information before anyone arrives. This checklist covers the sequence from opening registrations through assigning spaces, preparing signs and payment equipment, and setting up on the day. It also accounts for details that are often left too late, such as parking directions, dietary requirements, cash handling and a final safety check.

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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

Confirm date and location
Work out market layout
2 people
Draft vendor terms
2 people
Send invitations
2 people
Open registrations
Register exhibitors
2 people
Assign pitch locations
2 people
Collect dietary requirements
Publish visitor information
Distribute parking information
Confirm reservations
Print exhibitor list
Prepare route signs
2 people
Make booth numbers
2 people
Lay out wristbands and cash register
2 people
Check the shopping list
Do the shopping
2 people
Collect cash
2 people
Fill coolers
2 people
Chill drinks
2 people
Bring materials to the venue
4 people
Open venue
2 people
Conduct a safety check
2 people
Set up tables
6 people
Set up chairs
3 people
Build party tents
4 people
Number the stands
2 people
Put up route signs
2 people
Set up the entrance desk
2 people
Test the cash register
2 people
Test card reader
2 people
Connect lighting
3 people
Tape down cables securely
2 people
Welcome exhibitors
4 people
Direct exhibitors to their spots
4 people
Register exhibitors
2 people
Have exhibitors set up
4 people
Set up coffee station
2 people
Set out drinks
2 people
Set out snacks
2 people
Check toilets
2 people
Place waste bins
2 people
Brief entrance staff
3 people
Brief the catering staff
3 people
Do the final safety check
2 people

Event

Welcome visitors
4 people
Collect entrance fees
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Sell drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the coffee station
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Answer visitor questions
2 people
Register lost and found items
Inform last visitors
2 people
Close the entrance desk
2 people
Have exhibitors take down their stands
4 people
See exhibitors out
3 people

Aftercare

Dismantle tables and chairs
5 people
Take down party tents
4 people
Disconnect lighting
2 people
Collect materials
4 people
Dispose of waste
3 people
Wash dishes
2 people
Clean coffee station
2 people
Clean the restrooms
2 people
Clean the venue
4 people
Remove route signs
2 people
Count the cash register
2 people
Secure cash
2 people
Handle lost and found
Return materials
4 people
Return rental items
2 people
Follow up with exhibitors

What to bring

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

Furniture

Party tentsqty 2
Market tablesqty 40
Foldable tablesqty 6
Chairsqty 30
Stoolsqty 8
Entrance desk
Clothes racksqty 6
Display casesqty 4
Transport cartsqty 4

Equipment

Card machinesqty 2
Cash register
Cash drawer
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 4
Walkie-talkiesqty 6
Megaphone
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Flashlightsqty 6
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Cable tiesqty 200
Duct tapeqty 6
Measuring tapesqty 2
Hand trucksqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Batteriesqty 24

Decorations

Stand number signsqty 40
Route signsqty 12
Directional signsqty 10
Entrance sign
Program boardsqty 4
Tableclothsqty 45
Clampsqty 80
Ropeqty 100
Bollardsqty 12
Barrier tapeqty 4
Clipboardsqty 6
Pensqty 30
Markersqty 12
Name badgesqty 60
Wristbandsqty 400
Admission ticketsqty 400
Information leafletsqty 400
Cash traysqty 3
Price tagsqty 500
Table number holdersqty 40

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 6
Serving spoonsqty 8

Catering

Groceries

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 4
Bucketsqty 4
Waste binsqty 12
Waste containerqty 2
Toilet brushesqty 4
Rubber glovesqty 6
Cleaning clothsqty 20

Tips

Confirm the date and venue before opening exhibitor registrations. Publish the access times, parking arrangements, unloading instructions and the deadline for applications in the same information pack.
Draw the market layout before assigning spaces. Leave clear routes between market tables, clothing racks and display cabinets, and mark each position with a stand number before setup begins.
Prepare exhibitor and visitor information at least 7 days before the market. Include the exhibitor list, entrance details, parking directions, route signs and any restrictions that affect what sellers may bring.
Test payment and communication equipment before loading the venue. Check card machines, the cash register, cash drawer, extension cords, power strips, chargers and walkie-talkies rather than discovering a fault at opening time.
Create a timed setup plan for the event day. Bring tables, chairs, tents, lighting, signs and refreshments to the venue first, then open the venue, complete the safety check and only afterward start arranging individual stands.

Frequently asked questions

How far in advance should I open registration for a militaria market?: Open exhibitor registration at least 6 to 8 weeks before the market. Set a closing date around 2 weeks before the event so you have time to confirm registrations, collect dietary requirements and assign stand spaces.
When should I assign militaria market stand spaces?: Assign spaces after registrations close, normally 10 to 14 days before the event. This gives you a reliable exhibitor list and enough time to print stand numbers, update the layout and resolve special requirements.
What should be ready one week before a militaria market?: One week before opening, confirm reservations, publish visitor and parking information, finalise the market layout and prepare route signs. Also check that tables, chairs, tents, payment equipment and lighting are available.
How early should setup start on the day of the militaria market?: Allow at least 3 hours for venue access and setup, depending on the number of stands. Bring materials to the venue first, complete the safety check, set up tables and chairs, and test power and payment equipment before exhibitors arrive.

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.