Party Supplies Market Checklist

A party supplies market needs more than tables and sellers. You have to confirm the venue rules, recruit exhibitors, process registrations, plan pitch locations and make it easy for visitors to find their way around. Start with the date and market conditions, then work toward exhibitor confirmations, catering, payment equipment and setup. This checklist helps you keep the work in the right order and avoid last-minute gaps such as missing change, unclear signage or insufficient power connections.

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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 location and date
Record market rules
2 people
Draw up sales terms
2 people
Create registration form
Invite exhibitors
2 people
Publish event online
Distribute posters
2 people
Process registrations
2 people
Assign pitch locations
2 people
Send confirmation to exhibitors
Collect dietary requirements
Assign volunteers
2 people
Book catering
Order cash
Reserve cold storage
Create a market map
2 people
Design signage
Print the market list
Call Exhibitors Back
2 people
Do the shopping
2 people
Collect materials
3 people
Set up cash registers and change
2 people
Prepare name stickers
Prepare information table
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang lighting
3 people
Check power outlets
2 people
Mark stalls
3 people
Set up signage
2 people
Place information signs
2 people
Number the sales tables
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Check booth layout
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Check toilets
2 people
Place waste stations
2 people
Carry out opening check
3 people

Event

Welcome visitors
3 people
Staff the entrance and information desk
2 people
Support exhibitors
2 people
Handle the sale of refreshments
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check the Toilets in Between
2 people
Keep walkways clear
2 people
Replenish price and information signs
Take photos of the market
Inform last visitors
2 people
Check out exhibitors
3 people
Close out the registers
2 people
Collect lost property

Aftercare

Take down tables and booths
4 people
Take down party tents
4 people
Remove decorations
3 people
Turn off lights
2 people
Collect waste
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Clean floors and tables
3 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Handle lost property
Thank exhibitors
Publish photos and posts
Process invoices and payments

What to bring

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

Furniture

Party tentsqty 2
Market tables and folding tablesqty 24
Chairsqty 30
Beer tablesqty 6
Clothes racksqty 6
Stoolsqty 8
Tableclothsqty 24
Bollardsqty 12

Equipment

Cash registersqty 2
Card machinesqty 2
Extension cordsqty 4
Power stripsqty 8
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Handheld megaphone
Transport cartsqty 2
Tool casesqty 2
Cable reelsqty 2

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 8
Serving tongsqty 6
Thermos flasksqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Balloonsqty 150
Table décorqty 12
Directional signsqty 12
Information boardsqty 6
Booth number cardsqty 30
Name stickersqty 100

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
traysqty 4
Cool bagsqty 6
Storage binsqty 12
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries

Tips

Set the date, location and market rules before inviting exhibitors. Put sales terms and any dietary-information requirements into the registration process so you are not chasing details after pitches have been assigned.
Give yourself a fixed deadline for exhibitor registrations, then assign pitch locations and send confirmations before printing the market list and map. Leaving even 24 hours between these steps gives you time to correct cancellations or duplicate spaces.
Count payment equipment separately from furniture. Prepare cash registers, change and card machines, then test extension cords and power strips before opening; a missing connection can stop several stalls from trading.
Plan the visitor route around the market map and directional signs. Place an information table near the entrance, prepare name stickers and use information boards so exhibitors and visitors do not need to ask the same questions repeatedly.
Finish shopping and material collection before setup day. Reserve cold storage for catering, check coolers and coffee equipment, and set out reusable cups, plates, cutlery and serving tools before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a party supplies market?: Start planning at least 8 to 12 weeks before the market. Confirm the venue and rules first, then allow several weeks for exhibitor invitations, registrations, pitch assignments and confirmations.
When should exhibitor registrations close?: Close registrations at least 10 to 14 days before the event. This gives you time to assign pitches, update the market map and list, contact exhibitors who have not completed details, and print signage.
How much change do I need for a party supplies market?: Estimate the required change from the number of cash stalls and expected cash sales rather than using one general amount. Prepare it at least one day before the market and separate it into each cash register before opening.
When should I set up the market tables and payment equipment?: Set up tables, chairs, racks and signs several hours before exhibitors arrive. Test cash registers, card machines, extension cords and power strips during setup, not after the first customer is waiting.

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.