Photo market checklist: what to arrange and when

A photo market needs more than tables and exhibitors. You have to secure the venue, fill the stalls, collect practical details, plan the floor layout, and prepare payments, signage, power, and refreshments. Start by fixing the date and venue, then invite exhibitors and track registrations. In the final week, confirm every participant and print the materials. On the day, allow enough time to mark stalls, check outlets, set up furniture, and welcome exhibitors before visitors arrive.

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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

Record date and times
2 people
Reserve venue
Invite exhibitors
2 people
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Confirm exhibitors
Collect dietary requirements
Create the booth layout
2 people
Check participants' contact details
Order catering
Check supplies
2 people
Print the program and site map
Prepare name badges
2 people
Prepare cash register and change
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check power outlets
2 people
Set up tables and chairs
4 people
Mark stalls
2 people
Lay out tablecloths
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
2 people
Build photo booths
8 people
Set up information table
2 people
Signpost the entrance
2 people
Hang up decorations
2 people
Connect lighting
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Check toilets
Check safe walking routes
2 people

Event

Open the entrance
2 people
Welcome visitors
3 people
Distribute program
2 people
Staff the information desk
2 people
Coordinate photo demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Check the lighting
Inform last visitors
2 people
Close entrance
2 people

Aftercare

Have exhibitors take down their stands
4 people
Collect lost property
2 people
Collect tableware and glasses
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the venue
3 people
Switch off equipment
2 people
Roll up power cables
2 people
Return materials
3 people
Return rental items
2 people
Register lost and found items
Thank exhibitors

What to bring

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

Furniture

Foldable tablesqty 20
Chairsqty 60
Tableclothsqty 20
Stoolsqty 8
Clothes racksqty 6
Bollardsqty 8

Equipment

Extension cordsqty 10
Power stripsqty 10
Cable reelsqty 4
Cash boxesqty 2
Card machinesqty 2
Handheld microphone
Portable speakersqty 2
Phone chargersqty 4

Lighting

LED lampsqty 10
String lightsqty 6
Night lightsqty 4

Decorations

Postersqty 20
Bannersqty 6
Photo framesqty 12
Clothespinsqty 100
Ropeqty 2
Name badgesqty 60
Directional signsqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 6
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6
Storage binsqty 8

Cleaning

Broomsqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors. Keep the registration details in one place so you can confirm names, contact information, dietary requirements, and final participation numbers without chasing people at the last minute.
Create the booth layout after you know how many exhibitors are attending. Mark each stall before doors open, and check that tables, chairs, stools, clothes racks, and walking routes fit the available space.
Check power needs during the venue walkthrough, not during setup. Count the outlets, bring extension cords, power strips, and cable reels, and keep cables away from visitor routes.
Prepare payments and visitor information in advance. Test the card machines, put cash and change in the cash boxes, and print the program, site map, directional signs, and name badges before event day.
Build a setup schedule with a clear arrival time for exhibitors. Chill the drinks, bring materials to the venue, open the space, and complete the furniture and lighting setup early enough to solve missing supplies before visitors arrive.

Frequently asked questions

How far in advance should I organise a photo market?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Invite exhibitors soon after, then use the final 7 days for confirmations, printing, shopping, and equipment checks.
How many exhibitors should I invite to a photo market?: Invite enough exhibitors to fill the planned stalls while keeping a small waiting list. Confirm the final number 7 days before the market so you can complete the booth layout and order catering accurately.
When should I confirm photo market exhibitors?: Send a confirmation request 10 to 14 days before the event and close the final list 7 days beforehand. Check each participant's name, contact details, stall allocation, and dietary requirements.
How early should setup start for a photo market?: Start setup at least 3 hours before visitors arrive when you need to arrange tables, chairs, tablecloths, signs, lighting, power, and payment equipment. Ask exhibitors to arrive early enough to unload and prepare their stalls.

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