Postcard market checklist: what to arrange and when

A postcard market needs more than tables and sellers. You need to secure the market space, check permissions, manage registrations and give each vendor a clear stall before opening day. This checklist puts the work in a practical order, from confirming the venue and promoting the market to setting up tables, lighting, signs and registration on the day. It also covers the small details visitors and vendors notice when they are missing.

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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 market space
Check the permit
Invite vendors
2 people
Process registrations
Maintain the waiting list
Publish visitor information
Distribute promotion
2 people
Collect dietary requirements
Confirm the number of tables
Create floor plan
2 people
Create vendor assignments
Send confirmations
Prepare name badges
Create stall labels
Do the shopping
2 people
Collect materials
2 people
Chill drinks

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Connect lighting
2 people
Put up route signs
2 people
Set up the registration table
2 people
Receive vendors
3 people
Assign stalls
3 people
Set out coffee and tea
2 people
Staff the entrance and registration
2 people
Welcome visitors
2 people
Serve snacks
2 people
Refill drinks
2 people
Check toilets
Empty trash bins
2 people
Check out vendors
2 people

Aftercare

Take down tables and chairs
4 people
Remove decorations
2 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed items

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 36
Registration desk
Stoolsqty 4
Tableclothsqty 24
Display racksqty 12
Card binsqty 24
Desk organizersqty 12

Decorations

Route signsqty 8
Booth labelsqty 24
Name badgesqty 40
Buntingqty 8
Directional signsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Scissorsqty 6
Tape dispensersqty 4
Crumb vacuumsqty 2
Cash boxesqty 4
Small change traysqty 4
Clipboardsqty 4
Pensqty 24

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Bucketsqty 2
Hand soap dispensersqty 4
Hand sanitizer holdersqty 4

Catering

Groceries

Tips

Confirm the market space and permit before inviting vendors. Aim to have both checked at least 8 weeks before the market, because the layout, opening hours and visitor information depend on them.
Set a registration deadline and keep a waiting list from the start. Send confirmations only after you know the final number of vendors, tables and stalls you can accommodate.
Create the floor plan before assigning stalls. Allow space for the registration desk, card bins, display racks, visitor routes and any extension cords or power strips needed for lighting and coffee equipment.
Send vendors practical arrival information at least 7 days before the market. Include their stall assignment, unloading instructions, opening time, table size and whether they need to bring display equipment.
Prepare the venue in a fixed sequence on the day: open first, place tables and chairs, connect lighting, put up route signs, then set up registration. Keep name badges, stall labels, tape and scissors at the registration desk so last-minute changes take minutes, not an hour.

Frequently asked questions

How far in advance should I organise a postcard market?: Start planning at least 8 weeks ahead. Reserve the market space and check the permit first, then allow time for vendor invitations, registrations, promotion and the final floor plan.
When should postcard market vendor registrations close?: Close registrations 2 to 3 weeks before the market. This gives you enough time to confirm the number of tables, assign stalls, prepare name badges and send final information.
How many tables do I need for a postcard market?: Count one table space per confirmed vendor, then add at least 10% spare capacity where the venue allows it. Confirm the final table count after registrations close, before creating vendor assignments.
What should I set up first at a postcard market?: Open the venue and check access before moving equipment. Set up tables and chairs first, then lighting and route signs, and finish with the registration table so vendor arrivals can be handled immediately.

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