Mineral Market checklist: what to arrange and when

A Mineral Market depends on more than tables and display cases. You need exhibitors confirmed, registrations processed, minerals sorted and sale items labelled before visitors arrive. This checklist takes you from choosing the date and venue through booth layout, printed materials, refreshments and opening the doors. Start with exhibitors and logistics, then handle signage, stock and cash, leaving room setup and mineral presentations for the final setup period.

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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
Invite exhibitors
Invite attendees
2 people
Process registrations
Create the booth layout
2 people
Collect dietary requirements
Confirm exhibitors
Publish the program
Prepare name badges
Print price lists
Print route signs
Prepare the cash register
2 people
Do the shopping
2 people
Check materials
2 people
Sort minerals
2 people
Label sale items
2 people
Fill bags with information
2 people
Chill drinks
2 people

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up display cases
3 people
Set the tables
3 people
Hang up stand numbers
2 people
Set up mineral presentations
4 people
Set up information table
2 people
Set up coffee station
2 people
Connect lighting
2 people
Test the equipment
2 people
Welcome exhibitors
3 people
Final safety check
2 people
Welcome visitors
3 people
Manage admission and wristbands
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
Check toilets
Let visitors out
2 people
Close out sales and lost and found
2 people

Aftercare

Pack up minerals and display cases
4 people
Take down tables and chairs
4 people
Disconnect equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Settle up with vendors
2 people

What to bring

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

Furniture

Tablesqty 14
Chairsqty 40
Display casesqty 6
Foldable tablesqty 2
Coat racksqty 2
Tableclothsqty 14

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Power stripsqty 6
Extension cordsqty 6
Hand scalesqty 4
Magnifying glassesqty 8

Lighting

LED lampsqty 12
Desk lampsqty 8
Batteriesqty 24

Decorations

Stand number signsqty 20
Information boardsqty 6
Directional signsqty 8
Name badgesqty 40
Badge holdersqty 40
Price holdersqty 80
Price tagsqty 200
Table signsqty 20

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Serving jugsqty 4
Serving traysqty 4
Pliersqty 4
Storage boxesqty 8
Cash boxesqty 3
Cash counting traysqty 3
Pensqty 30
Rolls of tapeqty 8
Scissorsqty 6
Measuring tapesqty 3

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Confirm the date and venue before inviting exhibitors, then send attendee invitations once the program and registration process are clear. Late changes create extra work for badges, signs and printed price lists.
Build the booth layout before the setup day. Mark each stand number and allow enough space for tables, display cases, chairs, coat racks and visitor movement rather than fitting these in at the last minute.
Sort minerals and label every sale item before packing information bags. Add price tags and price holders at the same time, so exhibitors are not trying to identify stock while visitors are arriving.
Test the practical equipment before opening: power strips, extension cords, LED lamps, hand scales, magnifying glasses and the cash register. Keep batteries available for lighting and check that cables reach every working table.
Prepare refreshments early enough to chill drinks and check coffee machines, kettles, cups, plates, cutlery and serving jugs. Collect dietary requirements during registration and keep the information with the serving plan.

Frequently asked questions

How far in advance should I invite Mineral Market exhibitors?: Invite exhibitors as soon as the date and location are confirmed, ideally at least 6–8 weeks before the market. Confirm their attendance again 1–2 weeks before the event so the booth layout and stand numbers are accurate.
When should I create the Mineral Market booth layout?: Create the first layout 2–3 weeks before the market, after most exhibitors have responded. Finalise it 3–5 days before setup, then prepare stand number signs and table assignments from that version.
When should Mineral Market price lists and labels be printed?: Print price lists, price tags and table signs after sale items have been sorted and labelled, usually 2–3 days before the event. Keep a small supply of blank tags and holders for last-minute additions.
How long does Mineral Market setup take?: Allow at least 2–3 hours for a venue with tables, chairs, display cases, signage and mineral presentations. Open the venue early enough to test lighting, power, the cash register and refreshments before exhibitors and visitors arrive.

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