Trunk Sale Checklist and Planning Guide

A trunk sale needs more than sellers and a row of cars. Confirm the site, permits, insurance and traffic plan before inviting participants, then organise registrations, stall assignments, parking and volunteers. In the final week, check deliveries, power needs and the weather, and print the participant list and route maps. This checklist also covers the practical details people often leave too late, including cash handling, cooling drinks and preparing refreshments.

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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
2 people
Check the market permit
Check insurance
Develop the traffic plan
2 people
Invite suppliers
2 people
Publish registration form
Inform nearby residents
2 people
Send invitations
2 people
Promote the market
2 people
Process registrations
2 people
Assign stalls
2 people
Send confirmations
2 people
Collect dietary requirements
Assess power requirements
Create the parking layout
2 people
Make reservations
Assign volunteers
2 people
Confirm Material Delivery
Check the weather forecast
Print participant list
Print route maps
Withdraw cash
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
3 people
Prepare cash registers
2 people
Communicate weather decision
2 people
Inspect the site
2 people
Put up barriers
4 people
Set out the parking route
3 people
Connect power
2 people
Set up the information booth
3 people
Setting up the coffee station
3 people
Set up tables
4 people
Set up party tents
4 people
Hang lighting
3 people
Hang decorations
3 people
Place signs and direction arrows
3 people
Set up waste stations
2 people
Check restroom facilities
2 people
Display sales stock
3 people

Event

Welcome exhibitors
4 people
Assign stand locations
3 people
Provide traffic guidance
4 people
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check the grounds and walkways
2 people
Check the lighting
Inform exhibitors about departure
2 people
Guide the exit route
4 people
Close sales
2 people

Aftercare

Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect waste
4 people
Clean the grounds
4 people
Register lost and found items
Close the register
2 people
Return materials
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Dispose of waste
2 people
Process deposits and payments
2 people
Handle lost and found
Inform vendors about found items
Send thank-you message
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 24
High tablesqty 4
Beer tablesqty 4
Bar stoolsqty 8
Clothes racksqty 4
Storage cratesqty 12
Conesqty 20
Crowd barriersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 4
Card machinesqty 2
Cash boxesqty 2
Flashlightsqty 6
Cable reelsqty 3
Handheld megaphonesqty 2
Walkie-talkiesqty 6

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 4

Tableware

Reusable mugsqty 100
Reusable glassesqty 100
Reusable platesqty 80
Reusable cutleryqty 100

Kitchen

Thermos flasksqty 6
Water jugsqty 4
Serving traysqty 6
Scissorsqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Measuring cupsqty 2
Thermometerqty 2
Ice packsqty 24
Bottle openersqty 4
Napkin boxesqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 10
Directional signsqty 12
Information boardsqty 6
Stand number signsqty 60
Pavement signsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning clothsqty 20
Toilet brushesqty 2

Safety

First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 12
Pocket knifeqty 2

Catering

Groceries

Tips

Confirm the market date, location, permit requirements and insurance at least 4–6 weeks before the sale. A traffic plan and neighbour notification may also be needed before promotion starts.
Open registrations before sending broad invitations, then allow at least 7 days to process responses and assign stalls. Collect dietary requirements at the same time rather than chasing them during the final week.
Assess power requirements before booking coffee machines, kettles, lighting or card machines. Count extension cords and power strips, and confirm that the site can safely support the planned equipment.
Create the parking layout before stall assignments are final. Print the participant list and route maps at least 1 day ahead, with spare copies for volunteers and the entrance.
Buy drinks and snacks 1–2 days before the sale so drinks can chill properly. Prepare a clear cash plan, including money for change, and keep cash boxes, card machines and lighting ready before opening.

Frequently asked questions

How far in advance should I organise a trunk sale?: Start 4–6 weeks before the sale. Use the first week to confirm the date, location, permits, insurance and traffic plan, then open registrations and begin promotion.
When should trunk sale registrations close?: Close registrations at least 7 days before the event if you need to assign stalls and prepare a participant list. Keep a short waiting list only if the parking layout allows it.
How many volunteers do I need for a trunk sale?: Plan at least 1 volunteer for the entrance and registrations, 1 for parking and traffic, and 1 person handling refreshments and equipment for every 30–40 participating sellers. Add cover if the sale runs longer than 4 hours.
When should I check the weather and prepare refreshments?: Check the forecast 48 hours before the sale and again on the morning itself. Buy drinks and snacks 1–2 days beforehand, then chill drinks and prepare serving equipment before participants 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.