Model-making market checklist: what to arrange and when

A model-making market depends on more than tables and stallholders. You need a clear registration process, numbered spaces, visitor information, a workable floor plan and enough power for coffee machines, lighting and sound. This checklist takes you from booking the venue to opening the entrance desk. It also covers the details that are often left until the last day, such as dietary requirements, name badges, route signs, cash handling and chilled drinks.

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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

Reserve venue
Contact market stallholders
2 people
Process registrations
Create the participant list
Assign table numbers
Send invitations
2 people
Publish visitor information
Collect dietary requirements
Create floor plan
Inform exhibitors
Check the shopping list
Do the shopping
2 people
Exchange cash
Prepare the cash register
Collect materials
2 people
Prepare name badges
Make route signs
Set up tables
4 people
Set up chairs
2 people
Lay tablecloths
2 people
Hang up stand numbers
2 people
Place route signs
2 people
Set up the entrance desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people
Test sound system
2 people
Check the lighting
2 people
Check safe walking routes
2 people

Event

Welcome exhibitors
3 people
Check registrations
2 people
Welcome visitors
2 people
Collect admission
2 people
Explain the program
Guide exhibitors around
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep tables tidy
2 people
Empty trash bins
Check toilets
Close the register
2 people
Guide exhibitors out
2 people

Aftercare

Take down tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Collect lost and found items
Return materials
2 people
Return rental equipment
2 people
Deposit cash register takings
2 people

What to bring

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

Furniture

Tablesqty 35
Chairsqty 45
Tableclothsqty 35
Stoolsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Microphone

Lighting

LED lampsqty 8
Batteriesqty 24

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 50
Cutlery setsqty 50

Kitchen

Thermos flasksqty 4
Serving traysqty 4
Cutting boardsqty 2
Knivesqty 4
Serving plattersqty 8

Decorations

Buntingqty 6
Balloonsqty 50
Name badgesqty 40
Table numbersqty 35
Directional signsqty 12

Catering

Cash box
Payment terminal
Price listsqty 4
Menusqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomsqty 2
Trash binsqty 6

Groceries

Groceries

Tips

Set a registration deadline at least 10 to 14 days before the market. Use the final participant list to assign table numbers, prepare name badges and send exhibitors their practical information.
Draw the floor plan before setting up furniture. Mark the entrance desk, coffee station, tables, chairs, route signs and power points so extension cords and power strips can be placed safely rather than improvised on the day.
Check electrical needs at least one week in advance. Coffee machines, kettles, LED lamps, speakers and a microphone may need separate power points, while batteries provide a backup for lighting or small equipment.
Collect dietary requirements with registrations, then check the shopping list before buying refreshments. Chill drinks before opening and keep thermos flasks, cups, glasses, plates and serving trays together at the coffee station.
Prepare the cash register before doors open. Exchange cash, test the payment terminal, display price lists and keep the cash box at the entrance desk so payments are handled in one clearly assigned place.

Frequently asked questions

How far in advance should I organise a model-making market?: Book the venue and contact potential stallholders at least 8 to 12 weeks ahead. Aim to close registrations 10 to 14 days before the market so you still have time to create the participant list, assign tables and publish visitor information.
What should be included in a model-making market floor plan?: Include every table and chair position, table numbers, the entrance desk, coffee station, route signs and available power points. Finalise it at least 7 days before the event, then use it to brief exhibitors and the setup team.
When should I prepare name badges and stand numbers?: Prepare them as soon as registrations close and the table assignments are confirmed, normally 7 to 10 days before the market. Pack them in table-number order so setup does not depend on searching through an unsorted pile.
How do I prepare refreshments for a model-making market?: Buy refreshments after checking dietary requirements and the confirmed participant count, usually 2 to 3 days before the event. Chill drinks on the day before opening and set out coffee equipment, cups, glasses and serving items together at the coffee station.

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.