Sale day checklist: what to arrange and when

A sale day runs smoothly when the decisions are made before sellers and visitors arrive. Start with the venue, permits and vendor registrations, then build the table layout, assign volunteers and publish the entry conditions. In the final days, prepare price labels, cash-change rules, stock and refreshments. This checklist also covers the practical details people often leave too late, such as power access, waste collection, fragile goods and opening the venue.

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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 the venue definitively
Check permit requirements
Arrange waste collection
Announce the event
2 people
Distribute flyers
2 people
Publish entry conditions
Register vendors
2 people
Process registrations
2 people
Create the table layout
Confirm vendor assignments
Schedule volunteers
2 people
Collect dietary requirements
Prepare price lists
2 people
Record cash register rules
Print inventory labels
2 people
Repeat promotional posts
Check the shopping list
Do the shopping
2 people
Collect cash change
Gather materials
3 people
Receive goods
4 people
Sort goods
5 people
Price items
5 people
Set fragile items aside
2 people
Open venue
2 people
Check power and lighting
2 people
Set up tables and chairs
5 people
Build party tents
4 people
Clear the walkways
2 people
Number the sales tables
2 people
Display goods by table
6 people
Set up the cash register
2 people
Lay out receipts
Set up the café counter
3 people
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Set up the coffee station
2 people
Check toilets
Place waste bins
2 people
Hang signs
2 people

Event

Receive vendors
3 people
Restock the last tables
4 people
Open the cash register
2 people
Welcome visitors
3 people
Guide sales
4 people
Staff the café
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep tables tidy
2 people
Empty trash bins
2 people
Check toilets periodically
Move goods safely
2 people
Announce final sales
Close the register
2 people

Aftercare

Collect unsold items
5 people
Clear sales tables
5 people
Return goods
3 people
Wash dishes
2 people
Clean up catering
2 people
Fold tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Sweep and clean the venue
4 people
Return materials
2 people
Clear away leftover stock
2 people
Take waste to the collection point
2 people
Register lost property
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 24
Folding chairsqty 40
Clothes racksqty 4
Dressing tablesqty 4
High tablesqty 4

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Calculatorsqty 2
Walkie-talkiesqty 4
Hand trucksqty 2
Toolboxesqty 2
Laddersqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6
Pouring jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 8
Thermos flasksqty 6
Coolersqty 4

Decorations

Price labelsqty 500
Table numbersqty 30
Directional signsqty 12
Info boardsqty 4
Adhesive tapeqty 8
Rope rollsqty 3
Markersqty 12
A4 card holdersqty 20

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 3

Catering

Groceries

Tips

Confirm the venue and check permit requirements before announcing the sale. Arrange waste collection at the same time, because availability and collection times can be harder to change later.
Set vendor registrations and table assignments before printing the layout. Send each vendor their position and entry conditions at least 3 days before the sale.
Prepare price labels, price lists and cash-register rules before goods arrive. Keep calculators, cash registers and change together so volunteers do not improvise at the counter.
Do the shopping and gather equipment 1–2 days beforehand. Check extension cords, power strips, coffee machines, kettles, coolers, hand trucks and toolboxes before loading the venue.
Schedule volunteers with clear start times for setup, sales, refreshments and closing. Open the venue early enough to sort goods, price items and set fragile items aside before visitors enter.

Frequently asked questions

How far in advance should I announce a sale day?: Announce it as soon as the venue is definite and the entry conditions are clear, preferably at least 2–3 weeks ahead. Repeat the promotional posts during the final week and distribute flyers before the last few days.
When should vendors receive their table assignments?: Send confirmed assignments at least 3 days before the sale. Include the table layout, arrival time, entry conditions and any information vendors need to register or unload goods.
How much cash change should I prepare for a sale day?: Prepare change for the smallest common prices and aim for enough cash to cover the first 2–3 hours of sales. Record the cash-register rules in writing and keep a calculator and a separate float for each register.
When should I sort and price the goods?: Receive and sort goods no later than the day before when possible, then price them before opening. Set fragile items aside during sorting and keep spare price labels available for last-minute corrections.

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.