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Stamp Market checklist: what to arrange and when

A Stamp Market needs more than a list of exhibitors and tables. You need a workable floor plan, confirmed registrations, clear pricing and signage, and a reliable setup sequence. Start by reserving the venue, then build the exhibitor list and record how many tables each participant needs. In the final days, prepare badges, table signs, directional signs, refreshments and cash. This checklist keeps the planning order clear and highlights the small details that are often left until opening time.

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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 venue

  • Work out market layout

  • Create exhibitor list

  • Send invitations

    2 people

  • Process registrations

  • Collect dietary requirements

  • Confirm exhibitors

  • Record the number of tables

  • Check reservations

  • Publish the program

  • Print floor plan

  • Print name badges

  • Make table signs

    2 people

  • Prepare signage

    2 people

  • Prepare price lists

  • Prepare the cash register

  • Do the shopping

    2 people

  • Collect materials

    2 people

  • Label the materials

    2 people

  • Fill coolers

    2 people

  • Fill the cash register with change

Event

  • Open venue

    2 people

  • Set up tables

    4 people

  • Set up chairs

    2 people

  • Lay out tablecloths

    2 people

  • Number exhibitor tables

    2 people

  • Hang up signage

    2 people

  • Set up registration desk

    2 people

  • Set up coffee station

    2 people

  • Test the equipment

    2 people

  • Welcome exhibitors

    3 people

  • Guide exhibitors to the tables

    3 people

  • Staff the entrance

    2 people

  • Register visitors

    2 people

  • Staff the information desk

  • Serve drinks and coffee

    2 people

  • Refill drinks

  • Refill snacks

  • Check toilets

  • Answer visitor questions

  • Check out exhibitors

    2 people

Aftercare

  • Close the register

    2 people

  • Clear tables

    4 people

  • Pack up materials

    3 people

  • Collect waste

    2 people

  • Wash dishes

    2 people

  • Clean the venue

    3 people

  • Collect lost items

  • Return materials

    2 people

  • Store leftover stock

    2 people

What to bring

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

Furniture

  • Market tablesqty 30
  • Chairsqty 45
  • Tableclothsqty 30
  • Registration desk
  • Information desk
  • Waste binsqty 6

Tableware

  • Coffee cupsqty 80
  • Glassesqty 80
  • Platesqty 80
  • Teaspoonsqty 80
  • Serving spoonsqty 8

Equipment

  • Coffee machinesqty 2
  • Kettlesqty 2
  • Coolersqty 4
  • Extension cordsqty 4
  • Power stripsqty 6
  • Microphone
  • Speakersqty 2
  • Cash register
  • Calculatorsqty 4
  • Magnifying lampsqty 6

Kitchen

  • Thermos flasksqty 4
  • Pitcherqty 2
  • Serving traysqty 6
  • Cutting boardsqty 2
  • Bread knivesqty 2
  • Serving plattersqty 8
  • Pliersqty 6
  • Small change traysqty 4
  • Clipboardsqty 6
  • Ballpoint pensqty 30
  • Notepadsqty 10
  • Scissorsqty 4
  • Markersqty 12

Decorations

  • Table signsqty 30
  • Name badgesqty 40
  • Directional signsqty 10
  • Stamp flagsqty 6
  • Tapeqty 6
  • Cable tiesqty 50

Cleaning

  • Vacuum cleaner
  • Mop headsqty 2
  • Bucketsqty 2
  • Cleaning clothsqty 12
  • Hand soap dispensersqty 4

Lighting

  • LED lampsqty 8
  • Desk lampsqty 6

Catering

  • Groceries

Tips

  • Confirm the table count before publishing the layout. Ask each exhibitor how much space they need, then leave room for a registration table, information table, chairs and walking routes.
  • Collect dietary requirements when registrations are processed, not during setup. This gives you time to shop for suitable refreshments and prepare cups, glasses, plates and serving utensils.
  • Prepare all printed materials at least one day ahead. Print the programme, floor plan, name badges, table signs and directional signs together so nothing is waiting on the printer on market morning.
  • Prepare the cash point before the venue opens. Count the change, label the cash box and keep the price lists beside it; a last-minute search for change slows the first sales.
  • Load coolers, thermos flasks, coffee machines, kettles, extension cords and power strips as one equipment group. Test the power arrangement before exhibitors arrive, especially where several drinks machines share one outlet.

Frequently asked questions

How far in advance should I organise a Stamp Market?
Reserve the venue and start the exhibitor list at least 6 to 8 weeks ahead. Send invitations early enough to allow registration, dietary information and final table numbers to be confirmed before you publish the programme.
When should I confirm Stamp Market exhibitors?
Set a confirmation deadline about 2 weeks before the market. Use the final list to assign tables, print name badges and table signs, and check whether the floor plan still works.
What should I prepare the day before a Stamp Market?
Finish the programme, floor plan, badges, table signs and directional signs at least 1 day before opening. Also label materials, prepare price lists, fill the cash box with change and group the refreshments and serving equipment.
How early should I arrive to set up a Stamp Market?
Allow at least 2 hours before visitors arrive for opening the venue, arranging tables and chairs, laying tablecloths and setting up registration. Add extra time if you need to connect coffee machines, kettles, speakers or a microphone.

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