Toy Market checklist: organise every detail

A Toy Market needs more than tables and sellers. You need a clear registration process, agreed sales terms, a workable table layout and a payment plan before the day arrives. This checklist takes you from booking the venue and opening registrations to checking power, preparing vendor information and setting out refreshments. It also helps you catch details that are often left until the last minute, such as change, name badges, weather cover and volunteer cover.

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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
Record date and times
Draw up sales terms
Create vendor form
Open registrations
Send invitations
2 people
Post promotion online
Hang posters
2 people
Process registrations
Collect dietary requirements
Confirm the vendor list
Create the table layout
Check power outlets
Check toilets
Create a cash and change plan
Create a map for vendors
Schedule volunteers
Send confirmation to vendors
Check the weather forecast
Do the shopping
2 people
Gather sales materials
2 people
Prepare name badges
Sort price tags
Set out coffee and tea
Lay out cash
2 people
Open venue
2 people
Turn on lights and power
2 people
Unload tables and chairs
4 people
Set up tables
4 people
Set up chairs
3 people
Mark sales areas
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up coffee station
2 people
Chill drinks
2 people
Hang decorations
2 people
Set up signage
2 people
Check safe walking routes
2 people
Receive vendors
3 people
Direct vendors to tables
3 people
Have the sales tables set up
4 people
Hand out price labels
2 people
Set out snacks
2 people

Event

Open the doors
3 people
Welcome visitors
2 people
Provide information
2 people
Staff the cash register
2 people
Support vendors
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
Refill coffee and tea
Empty trash bins
2 people
Check toilets
Check tables and walkways
2 people
Announce final sales round
See visitors out
3 people

Aftercare

Close the register
2 people
Have vendors pack up
4 people
Take down tables and chairs
4 people
Remove decorations
2 people
Pack leftover food
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Return materials
2 people
Return borrowed items
2 people
Register lost property
Keep lost and found items
Settle up with vendors
2 people

What to bring

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

Furniture

Tablesqty 30
Chairsqty 40
Information desk
Stoolsqty 4
Clothes racksqty 4
Storage boxesqty 12
Party tentsqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Pitchersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving utensilsqty 8
Bottle openersqty 3

Equipment

Cash drawersqty 3
Calculatorsqty 3
Card machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Decorative signsqty 10
Name badgesqty 40
Price labelsqty 500
Chalkboardsqty 8
Directional signsqty 12
Tapeqty 8
Cable tiesqty 100

Cleaning

Bucketsqty 4
Mugsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the Toy Market. That gives you time to confirm the vendor list, build the table layout and send each seller their arrival information.
Plan the floor around tables, the information desk and customer routes before setup day. Check every power outlet in advance and mark which extension cords or power strips are needed.
Prepare a cash and change plan with separate cash drawers for the sales point. Test card machines, calculators and payment connections at least 24 hours before opening.
Give volunteers fixed shifts of 2 to 3 hours and assign one person to answer vendor questions. Walkie-talkies are useful when the venue is spread across several rooms or outdoor areas.
Buy and prepare coffee, tea and serving supplies the day before. Put cups, pitchers, thermos flasks and snacks together so refreshments can be served without interrupting vendor setup.

Frequently asked questions

How far in advance should I organise a Toy Market?: Book the venue and record the date at least 6 to 8 weeks ahead. Open vendor registrations 4 to 6 weeks before the market, then confirm the final list about 7 days before the event.
When should Toy Market vendor registrations close?: Close registrations at least 7 days before opening. You need that week to process applications, collect dietary requirements, finish the table layout and send confirmation details.
How much change do I need for a Toy Market?: Prepare enough small notes and coins to cover the first 2 to 3 hours of sales, based on the number of vendors using cash. Keep the money in a cash drawer and separate it from personal funds.
When should I check the weather for an outdoor Toy Market?: Check the forecast 5 to 7 days before the event and again the evening before. If rain or strong wind is possible, confirm party tents, storage boxes, lighting and a dry setup area before vendors arrive.

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.