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Quilts Market checklist and organising plan

A Quilts Market needs more than tables and sellers. You need clear sales terms, confirmed registrations, a workable booth layout and enough time to prepare signage, price tags and vendor information. Start with the venue and participant details, then move on to communication, equipment and refreshments. On market day, allow time to check the room, set up tables and quilt racks, prepare seller kits and test payment equipment 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

  • Confirm venue and opening

  • Draw up sales terms

  • Invite quilt vendors

  • Process registrations

  • Confirm participants

  • Send invitations

  • Announce market online

  • Collect dietary requirements

  • Confirm reservations

  • Work out market layout

    2 people

  • Send vendor information

  • Prepare signage

  • Prepare price tags

  • Print vendor list

  • Do the shopping

    2 people

  • Set out coffee and tea

    2 people

  • Assemble seller kits

    2 people

  • Prepare cash change

  • Check the venue

    2 people

  • Set up tables and chairs

    4 people

  • Set up the sales booths

    4 people

  • Set up quilt racks

    3 people

  • Hang up decorations

    2 people

  • Set up signage

    2 people

  • Set up catering

    3 people

  • Test the sound and lighting

    2 people

Event

  • Receive vendors

    3 people

  • Welcome visitors

    2 people

  • Staff the information point

  • Serve coffee and tea

    2 people

  • Refill snacks

    2 people

  • Refill drinks

  • Check sales areas

    2 people

  • Track waste and tables

    2 people

  • Inform last visitors

    2 people

  • Check out vendors

    2 people

Aftercare

  • Dismantle quilts and materials

    4 people

  • Clear tables and chairs

    4 people

  • Wash dishes

    2 people

  • Clean the venue

    3 people

  • Collect waste

    2 people

  • Return materials

    2 people

  • Store leftover groceries

  • Return supplier materials

    2 people

  • Handle lost and found

What to bring

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

Furniture

  • Market tablesqty 18
  • Chairsqty 30
  • Foldable tablesqty 3
  • Clothes racksqty 6
  • Tableclothsqty 18
  • Storage cratesqty 12

Decorations

  • Quilt holdersqty 12
  • Buntingqty 6
  • Decorative quiltqty 2
  • Prize card holdersqty 40
  • Name badgesqty 40
  • Directional signsqty 12
  • Information boardsqty 4

Equipment

  • Card machinesqty 2
  • Cash traysqty 2
  • Power stripsqty 8
  • Extension cordsqty 8
  • LED lampsqty 10
  • Batteriesqty 24

Kitchen

  • Coffee machinesqty 2
  • Thermos flasksqty 6
  • Coolersqty 4
  • Serving traysqty 6

Tableware

  • Coffee cupsqty 80
  • Glassesqty 80
  • Platesqty 80
  • Cutlery setsqty 80
  • Sugar bowlsqty 4

Cleaning

  • Broom setsqty 3
  • Vacuum cleanersqty 2
  • Mopsqty 3
  • Bucketsqty 3
  • Microfiber clothsqty 20

Catering

  • Groceries

Tips

  • Set the venue, opening hours and sales terms before inviting vendors. Sellers need these details to decide whether to register, and late changes can affect booth numbers and the room layout.
  • Confirm registrations before planning the final layout. Group the market tables and quilt holders on paper first, then leave clear routes for visitors and enough space for sellers to work behind their booths.
  • Send vendor information before the market, including arrival instructions, booth details, price-tag expectations and payment arrangements. Print a vendor list as a backup instead of relying only on phones.
  • Prepare payment and lighting equipment at least one day ahead. Check card machines, cash trays, change, power strips, extension cords, LED lamps and batteries together so missing items can be replaced before setup.
  • Plan refreshments around the opening time and expected attendance. Set up coffee machines, thermos flasks, cups, glasses, plates and cutlery together, and confirm dietary requirements before buying catering supplies.

Frequently asked questions

How far in advance should I invite Quilts Market vendors?
Invite vendors as soon as the venue, opening hours and sales terms are confirmed, ideally at least 6 to 8 weeks before the market. Set a registration deadline about 3 weeks before the event so you can confirm participants and complete the layout.
When should I finalise the Quilts Market layout?
Finalise the layout after registrations close and no later than 7 days before the market. This gives you time to assign tables, prepare signage and send each vendor their practical information.
How early should I arrive to set up a Quilts Market?
Allow at least 2 to 3 hours before opening for the venue check, tables and chairs, seller kits, quilt racks, signs, refreshments and payment equipment. Add more time if the room needs several separate sales booths assembled.
How much change should I prepare for a Quilts Market?
Prepare cash change before setup day and divide it between the cash trays rather than keeping one shared float. The exact amount depends on vendor numbers and pricing, but check every tray and card machine at least 60 minutes before opening.

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