Senior Market Checklist

A senior market needs more than stalls and exhibitors. You have to coordinate registrations, walking routes, presentations, refreshments and practical support for visitors. Start with the date and opening hours, then build the exhibitor list and layout before ordering materials. In the final week, confirm every participant, print the floor plan, assign volunteers and check the catering equipment. This checklist follows the order that keeps planning manageable and prevents last-minute gaps.

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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

Set date and opening hours
2 people
Determine market layout and walking routes
2 people
Contact exhibitors
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Send the information letter
Make material reservations
Calculate catering quantities
2 people
Design program boards
Print floor plan
Prepare name badges
2 people
Assign volunteers
2 people
Coordinate the presentation schedule
2 people
Prepare signage
2 people
Withdraw cash
Do the shopping
3 people
Check the non-perishable stock
2 people
Collect fresh produce
2 people
Keep chilled products cool
2 people
Set out coffee and tea
2 people
Prepare catering
3 people
Sort materials
3 people
Remind exhibitors

Event

Open venue
2 people
Check power outlets
2 people
Set up the market stalls
6 people
Set up tables and chairs
5 people
Set up rest areas
3 people
Build the catering buffet
4 people
Chill drinks
2 people
Refill coffee machines
2 people
Set up the presentation area
3 people
Set up signage
3 people
Set up the information desk
2 people
Prepare cash and register
2 people
Hand out name badges
2 people
Welcome exhibitors
3 people
Guide vendors to their spots
3 people
Check stands
3 people
Brief volunteers
2 people
Welcome visitors
4 people
Explain the program
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Facilitate presentations
2 people
Guide guests to their seats
3 people
Keep rest areas tidy
2 people
Empty trash bins
2 people
Check toilets
2 people
Register lost and found items
Inform last visitors
2 people
Close the register
2 people
Check out exhibitors
3 people

Aftercare

Dismantle booth materials
6 people
Clear tables and chairs
5 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Handle lost and found
Inform vendors about aftercare
Archive photos and documents

What to bring

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

Furniture

Market stallsqty 18
Party tentsqty 6
Tablesqty 24
Chairsqty 120
Bar stoolsqty 8
Lounge sofasqty 4
Folding chairsqty 20
Tableclothsqty 24
Coat racksqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 60
Water glassesqty 120
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Teaspoonsqty 100
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Bread knivesqty 4
Kitchen knivesqty 4
Serving spoonsqty 12
Small bowlsqty 20
Serving tongsqty 8

Equipment

Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Laptop
Monitor screen
Payment terminal

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Decorations

Welcome signsqty 3
Wayfinding signsqty 12
Program boardsqty 4
Table décorqty 24
Name badge holdersqty 30
Name badgesqty 80
Balloonsqty 100
Balloon pumpsqty 2

Office

Information leafletsqty 250
Floor plansqty 150
Program flyersqty 200
Pensqty 30
Clipboardsqty 8
Notepadsqty 12
Tapeqty 6
Writing clipboardsqty 6
Cash boxesqty 2
Receipt booksqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the date, opening hours and walking routes before contacting exhibitors. A clear layout helps you decide how many market stalls, tables, chairs and signs are needed.
Close registrations early enough to confirm exhibitors and collect dietary requirements before calculating catering quantities. Include presentation times in the information letter so participants know what to expect.
Plan refreshments around the opening period: for the first hour, allow roughly 2–3 drinks per person, then adjust coffee, tea and water quantities for the remaining programme.
Check access to power before setting up coffee machines, kettles and extension cords. Keep chilled products in coolers until serving and prepare a separate place for cups, glasses and serving utensils.
Assign volunteers to specific jobs rather than leaving general instructions. Cover arrival, exhibitor support, refreshments, presentation changes and visitor guidance, with the rota finalised at least 3 days before opening.

Frequently asked questions

How early should I start planning a senior market?: Start at least 8 weeks before the market. Set the date and opening hours first, then allow several weeks for invitations, registrations, exhibitor confirmation and material reservations.
How many drinks do I need for a senior market?: For the first hour, plan around 2–3 drinks per person, including coffee, tea and water. Add extra capacity if the market lasts several hours or includes a presentation programme.
When should I confirm senior market exhibitors?: Confirm exhibitors at least 2 weeks before opening. This leaves time to update the floor plan, prepare name badges, adjust the programme and send the final information letter.
How many volunteers are needed for a senior market?: Plan at least 1 volunteer for every 25–30 visitors expected at the busiest time, plus separate cover for refreshments and presentations. Finalise the rota at least 3 days before the event.

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