Stamp Market checklist: what to arrange and when

A Stamp Market needs more than tables and exhibitors. You need a clear pitch layout, accurate visitor information, working payment equipment, readable signs and enough time to prepare the venue before doors open. Start with the venue and exhibitor schedule, then move on to registrations, stall assignments and printed materials. This checklist also covers the details that are easy to leave too late, such as dietary requirements, change, access keys and testing the payment terminal.

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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
Invite exhibitors
Send out a visitor announcement
Process registrations
Confirm exhibitors
Collect dietary requirements
Reserve tables at the venue
Create the booth layout
2 people
Assign pitch locations
Inform exhibitors
Publish visitor information
Prepare name badges
Print exhibitor list
Print maps
Make route and booth signs
Prepare change
Test payment terminal
Check stock
2 people
Do the shopping
2 people
Sort materials
2 people
Set up coffee machines
2 people
Collect access keys

Event

Open venue
2 people
Inspect venue
2 people
Mark off walking routes
2 people
Set up tables
4 people
Set up chairs
3 people
Set the tables
3 people
Set up the entrance and signage
2 people
Set up registration desk
2 people
Set up coffee and drinks station
2 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Carry out the final safety check
2 people
Welcome visitors
2 people
Hand out information and maps
Serve coffee and tea
2 people
Refill drinks
Check tables and walking routes
Empty trash bins
See visitors off
2 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Dismantle tables and chairs
4 people
Pack up materials
3 people
Wash dishes
2 people
Clean the venue
3 people
Collect waste
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 50
Reception desk
Stoolsqty 4
Table display casesqty 12
Stamp albumsqty 20

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 80
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminal
Cash boxesqty 2
Magnifying lampsqty 6
Extension cordsqty 6
Power stripsqty 6

Office

Name badgesqty 50
Ballpoint pensqty 20
Rolls of tapeqty 6
Scissorsqty 4
Clipboardsqty 4
Price sign holdersqty 50

Decorations

Event banner
Tableclothsqty 24
Route signsqty 12
Directional signsqty 10

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 6
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the venue opening time before setting the schedule for exhibitors and helpers. Allow a separate setup period before visitors arrive so tables, display cases, coffee machines and route signs are in place.
Set a firm deadline for exhibitor confirmations and dietary requirements. Send the final pitch locations, arrival instructions and visitor information only after registrations and the booth layout have been checked.
Prepare printed materials at least one working day before the market. This includes name badges, the exhibitor list, maps, price sign holders and directional signs; last-minute printing is difficult if the venue has limited access.
Test the payment terminal before opening and prepare cash boxes with change. Check the terminal, power strips and extension cords together at the actual reception desk, rather than assuming the equipment will work when visitors arrive.
Plan the first venue inspection as soon as the doors open. Check walking routes, table positions, lighting, stock and coffee equipment before exhibitors unpack, because moving furniture becomes harder once pitches are occupied.

Frequently asked questions

How far in advance should I organise a Stamp Market?: Start venue and exhibitor planning at least 6 to 8 weeks before the market. Set the registration and exhibitor-confirmation deadlines early enough to create the final booth layout and print the exhibitor list and maps.
When should exhibitors receive their pitch locations?: Send pitch locations after registrations and table reservations have been checked, ideally 5 to 7 days before the market. Include arrival instructions, the venue opening time and any information exhibitors need for setup.
How many tables and chairs do I need for a Stamp Market?: Base the count on the confirmed number of exhibitors and the agreed pitch layout, then reserve the exact table and chair quantities with the venue. Add a reception desk, seating and any display cases separately so they do not reduce exhibitor space.
What should I prepare on the morning of a Stamp Market?: Collect the access keys, open and inspect the venue, mark walking routes, place signs and check every pitch before visitors enter. Test the payment terminal, prepare change and start the coffee machines only after the electrical setup has been checked.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.