Trunk sale checklist and planning guide

A trunk sale needs more than a row of cars and a few tables. You need to secure the date and site first, check permits and insurance, then recruit sellers and assign pitches before publishing visitor details. On the day, the practical work is in the layout, signs, payments, refreshments and site inspection. This checklist gives you the full sequence, including details that are easy to arrange too late, such as toilets, power, seller instructions and weather plans.

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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 date and location
Check permit requirements
Check insurance
Reserve toilets
Work out market layout
2 people
Open the registration form
Send invitations
2 people
Announce market online
Process registrations
Confirm vendors
Collect dietary requirements
Collect registration fee
2 people
Prepare vendor list
Assign pitch locations
2 people
Publish visitor information
Schedule volunteers
Send out seller instructions
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Lay out cash
2 people
Prepare route signs
2 people
Chill drinks
2 people
Prepare coffee station
2 people

Event

Inspect the site
2 people
Close off the traffic route
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Place waste bins
2 people
Place stall signs
2 people
Set up the registration table
2 people
Set up coffee station
2 people
Connect power
2 people
Set up cash box and payment point
2 people
Receive vendors
4 people
Guide vendors to booths
4 people
Inspect sales booths
2 people
Welcome visitors
3 people
Process on-site registrations
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Carry out waste rounds
2 people
Check toilets
Guide the parking route
3 people
Inform sellers of departure time
Accompany departing vendors
3 people

Aftercare

Take down tents
4 people
Clear tables and chairs
4 people
Sweep the site
3 people
Collect waste
3 people
Wash dishes
2 people
Return materials
3 people
Return rental items
2 people
Register lost and found items
Clear away leftover stock
2 people
Check the final bill

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 14
Registration desk
Crowd control barriersqty 8
Clothing racksqty 4
Coat racksqty 2
Folding cratesqty 12

Equipment

Cash boxqty 2
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 4
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Flashlightsqty 4
Cable reelsqty 2
Calculatorsqty 2
Pen holdersqty 2
Clipboard setsqty 4
Staplersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Teaspoonsqty 80
Cake plattersqty 50
Scissorsqty 6

Catering

Groceries

Decorations

Route signsqty 12
Parking signsqty 8
Pitch numbersqty 80
Program postersqty 20
Arrow stickersqty 40
Adhesive tapeqty 8
Ropeqty 4
Chalkqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Bread basketsqty 6
Ice packsqty 20

Cleaning

Waste binsqty 6
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4
Work glovesqty 8

Lighting

LED lampsqty 6
String lightsqty 4

Tips

Confirm permits, insurance and toilet arrangements before opening registration. If sellers can register before these basics are settled, you may have to change the date, layout or visitor information later.
Set the site layout before assigning pitches. Leave clear routes for visitors, mark each pitch, and plan positions for the registration desk, clothing racks, tables, barriers and parking signs.
Send seller instructions several days before the sale, including arrival time, pitch number, payment arrangements and what to bring. Confirm dietary requirements at the same time rather than trying to collect them on the morning.
Prepare a separate cash box and payment terminal, then check extension cords and power strips before setup. Keep a written seller list at the registration desk so volunteers can record arrivals and outstanding fees.
Check the forecast shortly before the event and inspect the site before sellers arrive. Put out route, parking and programme signs early, and have tents, rope, tape, chalk and flashlights ready for quick adjustments.

Frequently asked questions

How far in advance should I organise a trunk sale?: Start at least 6 to 8 weeks before the sale. Confirm the date, location, permits, insurance and toilets first, then allow time for registrations, seller confirmations and visitor information.
When should I open registration for a trunk sale?: Open registration once the date, location, basic layout and requirements are confirmed, usually 4 to 6 weeks before the event. Close it early enough to prepare the seller list, pitch numbers and volunteer schedule.
What should I prepare the day before a trunk sale?: Prepare the seller list, pitch assignments, signs, payment equipment, cash box, refreshments and seller instructions the day before. Chill drinks, fill thermos flasks and check that coffee machines, extension cords and power strips are ready.
How many volunteers do I need for a trunk sale?: Plan for at least one person at registration, one person handling site questions and one person checking the layout during setup. Add more volunteers if the sale has separate parking, refreshments or a large number of sellers.

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.